40569a Microsoft Outlook Associate 2019 Ebook

Student Guide
40569A
Microsoft Outlook associate 2019
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Contributors
Sponsored and published by Microsoft, this course was developed by the following
group of Microsoft Office Specialists (MOS), Microsoft Innovative Educators (MIE),
Microsoft Innovative Educator Experts (MIEE), Microsoft Certified Trainers (MCT),
Microsoft Certified Systems Engineers (MCSE) Microsoft Certified Systems
Administrators (MCSA), Modern Desktop Administrators (MDA), Microsoft Most
Valuable Professionals (MVP), Microsoft Certified Educator (MCE), computer science
educators, and artists.
Dave Burkhart
Teacher, New Lexington Schools, Ohio
Brandon Jacobson
MTA, MOS Master, MIE, MCE
Conan Kezema
MCT, MCSE, MCSA
Cory Larson
Illustrator and animator
Tim McMichael
Faculty, Estrella Mountain Community College, Computer Information Systems and
Microsoft Office
Lakshmy Nair
Instructional designer and technical writer
Pat Phillips
Computer-science education consultant
Heather Severino
MCT Regional Lead, Microsoft MVP: Office Apps and Services, MOS Master, MCSA – BI
Reporting
Marisa Vitiello
Art Director
Andy Warren
MCT, MCSA, MCSE, MDA
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Understand tabs ...................................13
Contents Understand contextual tabs ............13

Understand tab groups .....................13
Module 1: Getting started with
Outlook ................................................. 1 Customize the ribbon.........................14
Contents ..............................................................2 Activity: Discuss and learn ................14
Module overview .............................................1 Try-it: Customize the ribbon ...........15
Description.....................................................1 Try-it 1 ......................................................15
Scenario ..........................................................2 Try-it 2 ......................................................16
Cornerstone ...................................................2 Try-it 3 ......................................................16
Lesson 1: Welcome to Outlook ..................3 Topic 2: Customize the Quick Access
Toolbar ..........................................................17
Overview .........................................................3
Add and remove options ..................18
Warm-up ........................................................3
Customize the Quick Access Toolbar
Topic 1: Get to know the Outlook
.....................................................................20
interface ..........................................................3
Activity: Think-pair-share ..................24
Activity: Show me how .........................5
Try-it: Customize the Quick Access
Try-it: Get to know the Outlook
Toolbar .....................................................24
interface......................................................5
Try-it 1 ......................................................25
Try-it 1.........................................................6
Try-it 2 ......................................................25
Try-it 2.........................................................6
Try-it 3 ......................................................25
Try-it 3.........................................................6
Wrap-up .......................................................27
Topic 2: Add an account to Outlook ...7
Lesson 3: Customizing views ....................28
Understand the types of email
accounts .....................................................7 Overview ......................................................28
Activity: Show and tell ..........................8 Warm-up ......................................................28
Try-it: Add an account to Outlook ..9 Topic 1: Customize the Mail view ......29
Wrap-up ..........................................................9 Use the View tab ..................................30
Lesson 2: Customizing the interface ..... 11 Customize the workspace from the
View tab ...................................................31
Overview ...................................................... 11
Customize panes by using the panel
Warm-up ..................................................... 11
arrows .......................................................31
Topic 1: Customize the ribbon............ 12
Activity: Show me how.......................34
Understand the ribbon display
Try-it: Customize the Mail view ......34
options ..................................................... 12
Try-it 1...................................................... 34 Try-it 1 ......................................................52

Try-it 2...................................................... 35 Try-it 2 ......................................................53
Try-it 3...................................................... 35 Try-it 3 ......................................................53
Topic 2: Customize the Calendar view Wrap-up .......................................................54
......................................................................... 37 Lesson 4: Setting your account
Change the Calendar view ............... 38 preferences ......................................................56
Use the Go To group ......................... 40 Overview ......................................................56
Customize the Calendar workspace Warm-up ......................................................56
layout........................................................ 41 Topic 1: Set your working times .........57
Use the Daily Task List layout ......... 41 Change your working times in
Find appointments and meetings. 42 Outlook ....................................................58
Activity: Discuss and learn ............... 44 Activity: Tell a story .............................59
Try-it: Customize the Calendar view Try-it: Set your working times ........59
.................................................................... 44 Topic 2: Create signatures.....................60
Try-it 1...................................................... 44 Create a signature ...............................60
Try-it 2...................................................... 45 Assign signatures to specific
Try-it 3...................................................... 45 messages .................................................61
Topic 3: Customize the People or Insert an alternate signature into an
Contacts view............................................. 45 email message ......................................61
Change the People view ................... 47 Activity: The one-question quiz .....62
Use list views ......................................... 47 Activity: Show me how.......................62
Sort list views ........................................ 48 Try-it: Create signatures ....................63
Customize the workspace from the Try-it 1 ......................................................63
View tab................................................... 48 Try-it 2 ......................................................63
Sort and group items ......................... 49 Topic 3: Customize your message
Understand the Arrangement group settings .........................................................64
.................................................................... 49 Customize your message fonts ......67
Add columns to a list view............... 50 Customize your reply settings ........68
Find people and contacts ................. 51 Activity: Show and tell ........................69
Activity: Pose a challenge ................. 52 Try-it: Customize your message
Try-it: Customize the People or settings .....................................................69
Contacts view ........................................ 52 Try-it 1 ......................................................69
5
Try-it 2...................................................... 70 Try-it 3 ......................................................16

Wrap-up ....................................................... 70 Topic 2: Apply formatting and setup
Glossary ............................................................ 71 options ..........................................................16
Cornerstone .................................................... 73 Apply formatting to a message .....17
Overview ...................................................... 73 Check for spelling errors ...................18
Objectives .................................................... 73 Mark a message for high

importance .............................................22
Duration ....................................................... 74
Flag a message for follow-up .........22
Instructions ................................................. 74
Tasks .............................................................. 74
Try-it: Apply formatting and setup
Module 2: Composing and managing options .....................................................25
email ...................................................... 1
Try-it 1 ......................................................25
Contents ..............................................................2
Try-it 2 ......................................................26
Module overview .............................................4
Topic 3: Add content to an email
Description.....................................................4 message .......................................................27
Scenario ..........................................................5 Insert an image into the body of a
Cornerstone ...................................................5 message ...................................................27
Lesson 1: Composing email messages....6 Add a hyperlink to a message ........28
Overview .........................................................6 Save a message as a draft ................30
Warm-up ........................................................6 Activity: Each one, teach one ..........31
Attach the module .pst file ......................7 Try-it: Add content to an email
Copy content into the module .pst file message ...................................................32
............................................................................8 Try-it 1 ......................................................32
Topic 1: Compose an email message .8 Try-it 2 ......................................................33
Create and address an email Wrap-up .......................................................34
message .....................................................9 Lesson 2: Corresponding via email ........35
Use @mentions .................................... 11 Overview ......................................................35
Add a read receipt to a message .. 13 Warm-up ......................................................35
Activity: Pick a card, any card ......... 14
Topic 1: Preview and print message
Try-it: Compose an email message content ..........................................................36
.................................................................... 14 Activity: Show and tell ........................39
Try-it 1...................................................... 14 Try-it: Preview and print message
Try-it 2...................................................... 15 content .....................................................40
6
Topic 2: Reply to or forward an email Cornerstone .....................................................59

message ....................................................... 40 Overview ......................................................59
Activity: Discuss and learn ............... 42 Objectives ....................................................59
Try-it: Reply to or forward an email Duration .......................................................59
message .................................................. 43
Attach the Cornerstone .pst file ..........60
Try-it 1...................................................... 43
Copy content into the Cornerstone
Try-it 2...................................................... 43 .pst file ...........................................................61
Wrap-up ....................................................... 44 Instructions..................................................61
Lesson 3: Working with message Tasks ..............................................................61
attachments .................................................... 45
File 1:
Overview ...................................................... 45 M2_cornerstone_PST_starter.pst ....62
Warm-up ..................................................... 45 Detach the Cornerstone .pst file.........64
Topic 1: Preview, open, and save Module 3: Organizing email ............... 1
message attachments ............................ 46
Contents.............................................................. 2
Preview an email attachment ......... 46
Module overview ............................................. 5
Open or save an email attachment
.................................................................... 47 Description .................................................... 5
Save an email message as a file .... 50 Scenario .......................................................... 6

Cornerstone .................................................. 6
Activity: Pose a challenge ................. 52
Try-it: Preview, open, and save Lesson 1: Viewing email ............................... 7
message attachments ........................ 52 Overview ........................................................ 7
Try-it 1...................................................... 52 Warm-up ........................................................ 7
Try-it 2...................................................... 53 Attach the module .pst file ..................... 8
Topic 2: Add and remove message Topic 1: Sort and arrange email ........... 9
attachments ................................................ 53 Select an Arrange By field .................. 9
Activity: Guess and tell ...................... 55 Select a sort order ...............................12
Try-it: Add and remove message Activity: Discuss and learn ................14
attachments ........................................... 55
Try-it: Sort and arrange email .........15
Try-it 1...................................................... 55
Try-it 1 ......................................................15
Try-it 2...................................................... 56
Try-it 2 ......................................................15
Detach the module .pst file .................. 56
Try-it 3 ......................................................16
Wrap-up ....................................................... 57
Instructions .............................................16
Glossary ............................................................ 58
7
Topic 2: Filter email ................................. 16 Topic 1: Flag messages for follow-up

Mark a message as read or unread .........................................................................39
.................................................................... 18 Flag a message using the ribbon ..39
Activity: Show and tell ....................... 19 Flag a message with the context
Try-it: Filter email ................................. 20 menu .........................................................40
Topic 3: Use the Focused Inbox ......... 20 Flag a message with the Flag as a
to-do item option ................................41
Turn Focused Inbox on or off ......... 21
Select a custom due date .................42
Move a message between Focused
and Other................................................ 23 Mark a flagged message as
complete..................................................43
Activity: Tell a story ............................. 24
Activity: Show and tell ........................44
Try-it: Use the Focused Inbox ......... 25
Try-it: Flag messages for follow-up
Try-it 1...................................................... 25 .....................................................................44
Try-it 2...................................................... 25 Try-it 1 ......................................................44
Wrap-up ....................................................... 26 Try-it 2 ......................................................45
Lesson 2: Managing conversations ....... 28 Try-it 3 ......................................................46
Overview ...................................................... 28 Topic 2: Categorize messages .............46
Warm-up ..................................................... 28 Tag a message with a color
Topic 1: Use Conversation view.......... 29 category ...................................................47
Activity: Show and tell ....................... 31 Rename a color category ..................48
Try-it: Use Conversation view ......... 31 Create a color category .....................49
Topic 2: Clean up conversations ........ 31 Activity: Show me how.......................51
Activity: Pose a challenge ................. 33 Try-it: Categorize messages ............51
Try-it: Clean up conversations........ 33 Try-it 1 ......................................................51
Topic 3: Ignore a conversation ........... 34 Try-it 2 ......................................................52
Activity: Tell a story ............................. 35 Try-it 3 ......................................................52
Try-it: Ignore a conversation ........... 36 Wrap-up .......................................................53
Wrap-up ....................................................... 36 Lesson 4: Searching and finding
Lesson 3: Tagging messages for action messages ..........................................................55
.............................................................................. 38 Overview ......................................................55
Overview ...................................................... 38 Warm-up ......................................................55
Warm-up ..................................................... 38 Topic 1: Search and Find items ...........56
8
Refine your search results ................ 59 Try-it 2 ......................................................85

Activity: Show and tell ....................... 61 Wrap-up .......................................................86
Try-it: Search and Find items .......... 61 Lesson 6: Deleting and recovering
Try-it 1...................................................... 61 messages ..........................................................87
Try-it 2...................................................... 62 Overview ......................................................87
Try-it 3...................................................... 62 Warm-up ......................................................87
Topic 2: Use Advanced Find................. 63 Topic 1: Delete messages ......................88
Activity: Pose a challenge ................. 68 Delete a message.................................88
Try-it: Use Advanced Find ................ 68 Activity: Discuss and learn ................90
Topic 3: Create and use Search Folders Try-it: Delete messages .....................90
......................................................................... 69 Topic 2: Empty deleted items ..............91
Create a Search Folder ...................... 69 Activity: Discuss and learn ................93
View messages in a Search Folder 73 Try-it: Empty deleted messages .....93
Activity: Pose a challenge ................. 74 Topic 3: Recover deleted items ...........94
Try-it: Create and use Search Activity: Discuss and learn ................96
Folders ..................................................... 74 Try-it: Recover deleted items ..........97
Wrap-up ....................................................... 75 Detach the module .pst file ..................97
Lesson 5: Organizing messages with Wrap-up .......................................................98
folders................................................................ 76
Glossary .............................................................99
Overview ...................................................... 76
Cornerstone .................................................. 100
Warm-up ..................................................... 76
Overview ................................................... 100
Topic 1: Create folders ........................... 77
Objectives ................................................. 100
Activity: Show me how ...................... 80
Duration .................................................... 101
Try-it: Create folders........................... 80
Attach the Cornerstone .pst file ....... 101
Try-it 1...................................................... 80
Instructions............................................... 101
Try-it 2...................................................... 81
Tasks ........................................................... 102
Topic 2: Move messages between
folders ........................................................... 81 File 1:
M3_cornerstone_PST_starter.pst . 102
Detach the Cornerstone .pst file...... 103
Try-it: Move messages between
Module 4: Automating messages ...... 1
folders ...................................................... 84
Try-it 1...................................................... 84 Contents.............................................................. 2
9
Getting started with Outlook
Module overview .............................................4 Try-it 1 ......................................................23

Scenario ..........................................................4 Wrap-up .......................................................24
Cornerstone ...................................................5 Lesson 2: Using rules to manage mail ..26
Lesson 1: Using Quick Steps and Quick Overview ......................................................26
Parts ......................................................................6 Warm-up ......................................................26
Overview .........................................................6 Topic 1: Create and run a rule .............27
Warm-up ........................................................6 Create a rule ...........................................27
Attach the module .pst file ......................7 Activity: Tell a story .............................30
Copy content into the module .pst file Try-it: Create and run a rule ............30
............................................................................8
Try-it 1 ......................................................30
Topic 1: Create and use a Quick Step .8
Try-it 2 ......................................................31
Use a prebuilt Quick Step ...................8
Topic 2: Manage rules ............................31
Create a new email by using a Quick
Step ..............................................................9 Change a rule ........................................31
Use a Quick Step.................................. 14 Copy a rule .............................................34

Choose when to run a rule...............35
Manage a Quick Step ........................ 14
Activity: Guess and tell ...................... 15 Delete a rule ...........................................36
Try-it: Create and use a Quick Step Activity: Pose a challenge .................37
.................................................................... 16 Try-it: Manage rules ............................37
Try-it 1...................................................... 16 Try-it 1 ......................................................37
Resources................................................ 16 Try-it 2 ......................................................38
Try-it 2...................................................... 17 Detach the module .pst file ..................38
Resources................................................ 17 Wrap-up .......................................................39
Try-it 3...................................................... 17 Glossary .............................................................40
Resources................................................ 17 Cornerstone .....................................................41
Topic 2: Use Quick Parts ........................ 18 Overview ......................................................41
Create a Quick Part ............................. 18 Objectives ....................................................41
Use a Quick Part................................... 20 Duration .......................................................41
Manage a Quick Part.......................... 20 Attach the Cornerstone .pst file ..........41
Activity: Switch ...................................... 22 Instructions..................................................43
Try-it: Use Quick Parts ....................... 23 Tasks ..............................................................43
10
File – Modify or remove a recurring item

M4_cornerstone_PST_starter.pst ... 43 .....................................................................23
Detach the Cornerstone .pst file ........ 45 Activity: Show and tell ........................24
Module 5: Managing calendars.......... 1 Try-it: Create a recurring
Contents ..............................................................2 appointment or event ........................25
Scenario ..........................................................7 Try-it 3 ......................................................26
Cornerstone ...................................................7 Wrap-up .......................................................27
Lesson 1: Creating appointments and Lesson 2: Creating and managing

events ...................................................................8 meetings ...........................................................29
Overview .........................................................8 Overview ......................................................29
Warm-up ........................................................8 Warm-up ......................................................29
Attach the module .pst file ......................9 Topic 1: Create a meeting .....................30
Copy content into the module .pst file Invite attendees to a meeting.........31
......................................................................... 10 Activity: Show and tell ........................35
Topic 1: Create an appointment ........ 10 Try-it: Create a meeting ....................36
Create appointments ......................... 10 Try-it 1 ......................................................36
Activity: Show and tell ....................... 16 Try-it 2 ......................................................36
Try-it: Create an appointment ........ 16 Topic 2: Create a meeting from a
Try-it 1...................................................... 16 message .......................................................37
Try-it 2...................................................... 17 Activity: Show and tell ........................39
Try-it 3...................................................... 18 Try-it: Create a meeting from a

message ...................................................39
Topic 2: Create an all-day event ........ 19
Try-it 1 ......................................................39
Activity: Discuss and learn ............... 20
Try-it 2 ......................................................40
Try-it: Create an all-day event ........ 20
Topic 3: Track, update, or cancel a
Try-it 1...................................................... 21 meeting ........................................................41
Try-it 2...................................................... 21 Display tracking status .......................41
Topic 3: Create a recurring Update a meeting ................................42
appointment or event ............................ 22
Cancel a meeting .................................42
Create a recurring item ..................... 22
Activity: Each one, teach one ..........43
11
Try-it: Track, update, or cancel a Activity: Show and tell ........................62

meeting ................................................... 43 Try-it: Manage multiple calendars 63
Try-it 1...................................................... 43 Topic 2: Share calendars ........................64
Try-it 2...................................................... 45 Open user and resource calendars
Wrap-up ....................................................... 45 .....................................................................65
Lesson 3: Responding to meeting Share calendars with users in your
requests ............................................................ 47 organization ...........................................66
Overview ...................................................... 47 Publishing calendar information to
Warm-up ..................................................... 47 the internet .............................................68
Topic 1: Respond to a meeting Activity: Show and tell ........................69

request.......................................................... 48 Try-it: Share calendars .......................70
Configure automatic response Topic 3: Create calendar groups ........71
settings .................................................... 50 Activity: Tell a story .............................72
Work with reminders ......................... 50 Try-it: Create calendar groups ........73
Try-it: Respond to a meeting Lesson 5: Printing and sharing your
request ..................................................... 52 availability.........................................................75
Try-it 1...................................................... 52 Overview ......................................................75
Try-it 2...................................................... 53 Warm-up ......................................................75
Try-it 3...................................................... 53 Topic 1: Print calendar information ...76
Topic 2: Forward a meeting ................. 54 Outlook Calendar print styles .........77
Activity: Show and tell ....................... 55 Define print options ............................78
Try-it: Forward a meeting................. 56 Activity: Popcorn ..................................79
Wrap-up ....................................................... 57 Try-it: Print calendar information ..79
Lesson 4: Coordinating your schedule Topic 2: Send availability in an email
with others ....................................................... 58 message .......................................................80
Overview ...................................................... 58 Activity: Tell a story .............................83
Warm-up ..................................................... 58 Try-it: Send availability in an email
Topic 1: Manage multiple calendars 59 message ...................................................83
Create and display multiple Try-it 1 ......................................................83
calendars ................................................. 59 Try-it 2 ......................................................84
Use Overlay mode to display Topic 3: Create automatic replies ......84
multiple calendars ............................... 61
12
Activity: Show and tell ....................... 86 What is a contact? ................................. 9

Try-it: Create automatic replies ..... 86 What can I do with an open
Try-it 1...................................................... 87 contact? ...................................................13
Try-it 2...................................................... 87 Create a new contact..........................16
Wrap-up ....................................................... 88 Update a contact..................................16
Detach the module .pst file .................. 88 Search contacts.....................................17
Glossary ............................................................ 89 Review contacts ....................................18
Cornerstone .................................................... 90 Activity: Pose a challenge .................19
Overview ...................................................... 90 Try-it: Create and update a contact

.....................................................................20
Objectives .................................................... 90
Try-it 1 ......................................................20
Duration ....................................................... 91
Try-it 2 ......................................................21
Attach the Cornerstone .pst file ......... 91
Try-it 3 ......................................................21
.pst file .......................................................... 92 Topic 2: Add a contact from an email
message .......................................................22
Instructions ................................................. 92
Add a contact from an email...........22
Tasks .............................................................. 92
Detach the Cornerstone .pst file ........ 96
Try-it: Add a contact from an email
Module 6: Creating and managing message ...................................................25
contacts ................................................. 1
Try-it 1 ......................................................25
Contents ..............................................................2
Try-it 2 ......................................................25
Module overview .............................................4
Topic 3: Import contacts from external
Description.....................................................4 sources ..........................................................26
Scenario ..........................................................5 Import a .pst file ...................................26
Cornerstone ...................................................5 Import a vCARD file ............................27
Lesson 1: Creating and updating Import a CSV file ..................................28
contacts ...............................................................6
Overview .........................................................6
Try-it: Import contacts from external
Warm-up ........................................................6 sources .....................................................31
Attach the module .pst file ......................7 Wrap-up .......................................................32
Copy content into the module .pst file Lesson 2: Using contact groups ..............34
............................................................................8
Overview ......................................................34
Topic 1: Create and update a contact.8
13
Warm-up ..................................................... 34 Try-it 1 ......................................................56

Topic 1: Create a contact group......... 35 Try-it 2 ......................................................57
How to create a contact group ...... 35 Topic 3: Print contact information .....57
Activity: Show and tell ....................... 37 Activity: Discuss and learn ................60
Try-it: Create a contact group ........ 38 Try-it: Print contact information ....61
Topic 2: Update contacts within Try-it 1 ......................................................61
contact groups .......................................... 39 Try-it 2 ......................................................61
Add new contacts to a group ......... 39 Try-it 3 ......................................................62
Remove contacts from a group ..... 39 Wrap-up .......................................................63
Activity: Pose a challenge ................. 40 Lesson 4: Managing contacts ...................64
Try-it: Update contacts within Overview ......................................................64
contact groups ..................................... 40
Warm-up ......................................................64
Topic 3: Delete a contact group ......... 41
Topic 1: Categorize contacts ................64
Delete a contact group ..................... 41
Create a category.................................65
Try-it: Delete a contact group ........ 42
Try-it: Categorize contacts ...............67
Wrap-up ....................................................... 43
Try-it 1 ......................................................67
Lesson 3: Sharing contacts........................ 44
Try-it 2 ......................................................67
Overview ...................................................... 44
Topic 2: Flag a contact for follow-up68
Warm-up ..................................................... 44
Flag a contact ........................................68
Topic 1: Create and share a contacts
folder ............................................................. 45 Activity: Discuss and Learn ...............69
Try-it: Flag a contact for follow-up
Create a contacts folder.................... 45
.....................................................................70
Share a contacts folder ..................... 47
Try-it 1 ......................................................70
Open a shared contacts folder....... 48
Try-it 2 ......................................................70
Activity: Show and tell ....................... 49
Try-it 3 ......................................................71
Try-it: Create and share a contacts
folder ........................................................ 51 Wrap-up .......................................................71
Topic 2: Forward a contact ................... 53 Glossary .............................................................72

Detach the module .pst file ..................73
Forward a contact................................ 53
Activity: Pose a challenge ................. 55 Cornerstone .....................................................74
Try-it: Forward a contact .................. 56 Overview ......................................................74
14
Objectives .................................................... 74 Try-it 1 ......................................................23

Duration ....................................................... 74 Try-it 2 ......................................................23
Attach the Cornerstone .pst file ......... 74 Topic 2: Update a task ............................24
Copy content into the Cornerstone Update a task.........................................24
.pst file .......................................................... 75 Activity: Think-pair-share ..................26
Instructions ................................................. 77 Try-it: Update a task ...........................27
Tasks .............................................................. 77 Topic 3: Observe and print tasks ........27
File 1: Change views by using the Current
M6_cornerstone_PST_starter.pst ... 77 View options on the Home tab ......28
Detach the Cornerstone .pst file ........ 80 Print a task ..............................................31
Module 7: Managing tasks and notes 1 Activity: Show and tell ........................32
Contents ..............................................................2 Try-it: Observe and print tasks .......33
Module overview .............................................4 Wrap-up .......................................................34
Description.....................................................4 Lesson 2: Using task assignments ..........37
Scenario ..........................................................5 Overview ......................................................37
Cornerstone ...................................................5 Warm-up ......................................................37
Lesson 1: Creating and printing your Topic 1: Assign a task..............................38
tasks ......................................................................6
Assign a task ..........................................38
Overview .........................................................6
Review assignment options and use
Warm-up ........................................................6 tags on assignments ...........................39
Attach the module .pst file ......................7 Activity: Pose a challenge .................41
Copy content into the module .pst file Try-it: Assign a task .............................41
............................................................................8
Try-it 1 ......................................................41
Topic 1: Create and flag tasks ................8
Try-it 2 ......................................................42
Create a task .......................................... 12
Try-it 3 ......................................................42
Create a task using a Follow Up flag
.................................................................... 13 Topic 2: Accept and update a task ....43
Accept a task..........................................43
What can you do with a task? ........ 18
Create a task in the To-Do Bar ....... 19 Update task progress .........................45
Add tags to the tasks ......................... 21 Send a status report ...........................47

Activity: Each one, teach one .......... 22
Try-it: Create and flag tasks ............ 23 Try-it: Accept and update a task ....49
15
Try-it 1...................................................... 49 Try-it 2 ......................................................61

Try-it 2...................................................... 49 Try-it 3 ......................................................61
Try-it 3...................................................... 50 Topic 3: Forward a note by using email
Wrap-up ....................................................... 51 .........................................................................62
Lesson 3: Creating and sharing notes .. 52 Forward a note by email ...................62
Overview ...................................................... 52 Activity: Think-pair-share ..................64
Warm-up ..................................................... 53 Try-it: Forward a note by using

email ..........................................................64
Topic 1: Create and categorize notes
......................................................................... 53 Wrap-up .......................................................65
Create and customize notes ........... 53 Detach the module .pst file ..................65
Activity: Each one, teach one .......... 55 Cornerstone .....................................................67
Try-it: Create and categorize notes Overview ......................................................67

.................................................................... 56 Objectives ....................................................67
Try-it 1...................................................... 56 Duration .......................................................67
Try-it 2...................................................... 56 Attach the Cornerstone .pst file ..........67
Try-it 3...................................................... 56 Copy content into the Cornerstone
Topic 2: Observe and print notes ...... 57 .pst file ...........................................................68
Use Print preview ................................. 59 Instructions..................................................69
Activity: Tell a story ............................. 60 Tasks ..............................................................69
Try-it: Observe and print notes ...... 61 Detach the Cornerstone .pst file.........70
Try-it 1...................................................... 61
16
Understand tabs ...................................17
Contents Understand contextual tabs ............17

Understand tab groups .....................17
Module 1: Getting started with
Outlook ................................................. 1 Customize the ribbon.........................18
Contents ..............................................................2 Activity: Discuss and learn ................18
Module overview .............................................5 Try-it: Customize the ribbon ...........19
Scenario ..........................................................6 Try-it 2 ......................................................20
Lesson 1: Welcome to Outlook ..................7 Topic 2: Customize the Quick Access
Toolbar ..........................................................21
Overview .........................................................7
Add and remove options ..................22
Warm-up ........................................................7
Customize the Quick Access
Toolbar .....................................................24
interface ..........................................................7
Activity: Show me how .........................9
Try-it: Customize the Quick Access
Try-it: Get to know the Outlook
Toolbar .....................................................28
interface......................................................9
Try-it 1 ......................................................29
Try-it 1.........................................................10
Try-it 2 ......................................................29
Try-it 2.........................................................10
Try-it 3 ......................................................29
Try-it 3.........................................................10
Wrap-up .......................................................31
Topic 2: Add an account to Outlook ...11
Lesson 3: Customizing views ....................32
Understand the types of email
accounts .....................................................11 Overview ......................................................32
Activity: Show and tell ..........................12 Warm-up ......................................................32
Try-it: Add an account to Outlook ..13 Topic 1: Customize the Mail view ......33
Wrap-up ..........................................................13 Use the View tab ..................................34
Lesson 2: Customizing the interface ..... 15 Customize the workspace from the
View tab ...................................................35
Overview ...................................................... 15
Customize panes by using the panel
Warm-up ..................................................... 15
arrows .......................................................35
Topic 1: Customize the ribbon............ 16
Understand the ribbon display
Try-it: Customize the Mail view ......38
options ..................................................... 16
Try-it 1...................................................... 38 Try-it 1 ......................................................56

Try-it 2...................................................... 39 Try-it 2 ......................................................57
Try-it 3...................................................... 39 Try-it 3 ......................................................57
Topic 2: Customize the Calendar Wrap-up .......................................................58
view ................................................................ 41 Lesson 4: Setting your account
Try-it: Customize the Calendar Try-it: Set your working times ........63
view ........................................................... 48 Topic 2: Create signatures.....................64
Try-it 3...................................................... 49 messages .................................................65
View tab................................................... 52 Try-it 2 ......................................................67
Understand the Arrangement settings .........................................................68
group ........................................................ 53 Customize your message fonts ......71
Find people and contacts................. 55 Activity: Show and tell ........................73
Activity: Pose a challenge ................. 56 Try-it: Customize your message
Try-it: Customize the People or settings .....................................................73
Contacts view ........................................ 56 Try-it 1 ......................................................73
5
Try-it 2...................................................... 74 Try-it 3 ......................................................16

Wrap-up ....................................................... 74 Topic 2: Apply formatting and setup
Glossary ............................................................ 75 options ..........................................................16
Cornerstone .................................................... 77 Apply formatting to a message .....17
Overview ...................................................... 77 Check for spelling errors ...................18
Objectives .................................................... 77 Mark a message for high

importance .............................................22
Duration ....................................................... 78
Flag a message for follow-up .........22
Instructions ................................................. 78
Tasks .............................................................. 78
Try-it: Apply formatting and setup
Module 2: Composing and managing options .....................................................25
email ...................................................... 1
Try-it 1 ......................................................25
Contents ..............................................................2
Try-it 2 ......................................................26
Module overview .............................................4
Description.....................................................4 message .......................................................27
Scenario ..........................................................5 Insert an image into the body of a
Cornerstone ...................................................5 message ...................................................27
Lesson 1: Composing email messages....6 Add a hyperlink to a message ........28
Overview .........................................................6 Save a message as a draft ................30
Warm-up ........................................................6 Activity: Each one, teach one ..........31
Attach the module .pst file ......................7 Try-it: Add content to an email
Copy content into the module .pst message ...................................................32
file ......................................................................8 Try-it 1 ......................................................32
Topic 1: Compose an email message .8 Try-it 2 ......................................................33
Create and address an email Wrap-up .......................................................34
message .....................................................9 Lesson 2: Corresponding via email ........35
Use @mentions .................................... 11 Overview ......................................................35
Add a read receipt to a message .. 13 Warm-up ......................................................35
Activity: Pick a card, any card ......... 14 Topic 1: Preview and print message
Try-it: Compose an email content ..........................................................36
message .................................................. 14 Activity: Show and tell ........................39
Try-it 1...................................................... 14 Try-it: Preview and print message
Try-it 2...................................................... 15 content .....................................................40
6
Topic 2: Reply to or forward an email Cornerstone .....................................................59

message ....................................................... 40 Overview ......................................................59
Activity: Discuss and learn ............... 42 Objectives ....................................................59
Try-it: Reply to or forward an email Duration .......................................................59
message .................................................. 43
Attach the Cornerstone .pst file ..........60
Try-it 1...................................................... 43
Try-it 2...................................................... 43 .pst file ...........................................................61
Lesson 3: Working with message Tasks ..............................................................61
attachments .................................................... 45
File 1:
Overview ...................................................... 45 M2_cornerstone_PST_starter.pst ....62
Warm-up ..................................................... 45 Detach the Cornerstone .pst file.........64
Topic 1: Preview, open, and save Module 3: Organizing email ............... 1
Contents.............................................................. 2
Module overview ............................................. 5
Open or save an email
attachment ............................................. 47 Description .................................................... 5
Save an email message as a file .... 50 Scenario .......................................................... 6

Cornerstone .................................................. 6
Try-it: Preview, open, and save Lesson 1: Viewing email ............................... 7
message attachments ........................ 52 Overview ........................................................ 7
Try-it 1...................................................... 52 Warm-up ........................................................ 7
Try-it 2...................................................... 53 Attach the module .pst file ..................... 8
Topic 2: Add and remove message Topic 1: Sort and arrange email ........... 9
attachments ................................................ 53 Select an Arrange By field .................. 9
Activity: Guess and tell ...................... 55 Select a sort order ...............................12
Try-it: Add and remove message Activity: Discuss and learn ................14
attachments ........................................... 55
Try-it: Sort and arrange email .........15
Try-it 1...................................................... 55
Try-it 1 ......................................................15
Try-it 2...................................................... 56
Try-it 2 ......................................................15
Detach the module .pst file .................. 56
Try-it 3 ......................................................16
Wrap-up ....................................................... 57
Instructions .............................................16
Glossary ............................................................ 58
7
Topic 2: Filter email ................................. 16 Topic 1: Flag messages for

Mark a message as read or follow-up......................................................39
unread ...................................................... 18 Flag a message using the ribbon ..39
Activity: Show and tell ....................... 19 Flag a message with the context
Try-it: Filter email ................................. 20 menu .........................................................40
Topic 3: Use the Focused Inbox ......... 20 Flag a message with the Flag as a
to-do item option ................................41
Turn Focused Inbox on or off ......... 21
and Other................................................ 23 Mark a flagged message as
complete..................................................43
Try-it: Use the Focused Inbox ......... 25
Try-it: Flag messages for
Try-it 1...................................................... 25 follow-up .................................................44
Try-it 2...................................................... 25 Try-it 1 ......................................................44
Wrap-up ....................................................... 26 Try-it 2 ......................................................45
Lesson 2: Managing conversations ....... 28 Try-it 3 ......................................................46
Overview ...................................................... 28 Topic 2: Categorize messages .............46
Warm-up ..................................................... 28 Tag a message with a color
Topic 1: Use Conversation view.......... 29 category ...................................................47
Activity: Show and tell ....................... 31 Rename a color category ..................48
Try-it: Use Conversation view ......... 31 Create a color category .....................49
Topic 2: Clean up conversations ........ 31 Activity: Show me how.......................51
Activity: Pose a challenge ................. 33 Try-it: Categorize messages ............51
Try-it: Clean up conversations........ 33 Try-it 1 ......................................................51
Topic 3: Ignore a conversation ........... 34 Try-it 2 ......................................................52
Activity: Tell a story ............................. 35 Try-it 3 ......................................................52
Try-it: Ignore a conversation ........... 36 Wrap-up .......................................................53
Wrap-up ....................................................... 36 Lesson 4: Searching and finding
Lesson 3: Tagging messages for messages ..........................................................55
action ................................................................. 38 Overview ......................................................55
Overview ...................................................... 38 Warm-up ......................................................55
Warm-up ..................................................... 38 Topic 1: Search and Find items ...........56
8

Try-it 1...................................................... 61 messages ..........................................................87
Try-it 2...................................................... 62 Overview ......................................................87
Try-it 3...................................................... 62 Warm-up ......................................................87
Topic 2: Use Advanced Find................. 63 Topic 1: Delete messages ......................88
Activity: Pose a challenge ................. 68 Delete a message.................................88
Try-it: Use Advanced Find ................ 68 Activity: Discuss and learn ................90
Topic 3: Create and use Search Try-it: Delete messages .....................90

Folders .......................................................... 69 Topic 2: Empty deleted items ..............91
Create a Search Folder ...................... 69 Activity: Discuss and learn ................93
View messages in a Search Folder 73 Try-it: Empty deleted messages .....93
Activity: Pose a challenge ................. 74 Topic 3: Recover deleted items ...........94
Try-it: Create and use Search Activity: Discuss and learn ................96
Folders ..................................................... 74 Try-it: Recover deleted items ..........97
Wrap-up ....................................................... 75 Detach the module .pst file ..................97
Lesson 5: Organizing messages with Wrap-up .......................................................98
folders................................................................ 76
Glossary .............................................................99
Overview ...................................................... 76
Cornerstone .................................................. 100
Warm-up ..................................................... 76
Overview ................................................... 100
Topic 1: Create folders ........................... 77
Objectives ................................................. 100
Duration .................................................... 101
Try-it: Create folders........................... 80
Attach the Cornerstone .pst file ....... 101
Try-it 1...................................................... 80
Instructions............................................... 101
Try-it 2...................................................... 81
Tasks ........................................................... 102
folders ........................................................... 81 File 1:
M3_cornerstone_PST_starter.pst . 102
Try-it: Move messages between
Module 4: Automating messages ...... 1
folders ...................................................... 84
Try-it 1...................................................... 84 Contents.............................................................. 2
9

Scenario ..........................................................4 Wrap-up .......................................................24
Cornerstone ...................................................5 Lesson 2: Using rules to manage mail ..26
Lesson 1: Using Quick Steps and Quick Overview ......................................................26
Parts ......................................................................6 Warm-up ......................................................26
Overview .........................................................6 Topic 1: Create and run a rule .............27
Warm-up ........................................................6 Create a rule ...........................................27
Attach the module .pst file ......................7 Activity: Tell a story .............................30
Copy content into the module .pst Try-it: Create and run a rule ............30
file ......................................................................8
Try-it 1 ......................................................30
Try-it 2 ......................................................31
Topic 2: Manage rules ............................31
Step ..............................................................9 Change a rule ........................................31
Use a Quick Step.................................. 14 Copy a rule .............................................34

Choose when to run a rule...............35
Manage a Quick Step ........................ 14
Activity: Guess and tell ...................... 15 Delete a rule ...........................................36
Try-it: Create and use a Quick Activity: Pose a challenge .................37

Step ........................................................... 16 Try-it: Manage rules ............................37
Try-it 1...................................................... 16 Try-it 1 ......................................................37
Resources................................................ 16 Try-it 2 ......................................................38
Try-it 2...................................................... 17 Detach the module .pst file ..................38
Resources................................................ 17 Wrap-up .......................................................39
Try-it 3...................................................... 17 Glossary .............................................................40
Resources................................................ 17 Cornerstone .....................................................41
Topic 2: Use Quick Parts ........................ 18 Overview ......................................................41
Create a Quick Part ............................. 18 Objectives ....................................................41
Use a Quick Part................................... 20 Duration .......................................................41
Manage a Quick Part.......................... 20 Attach the Cornerstone .pst file ..........41
Activity: Switch ...................................... 22 Instructions..................................................43
Try-it: Use Quick Parts ....................... 23 Tasks ..............................................................43
10
File – Modify or remove a recurring

M4_cornerstone_PST_starter.pst ... 43 item............................................................23
Detach the Cornerstone .pst file ........ 45 Activity: Show and tell ........................24
Module 5: Managing calendars.......... 1 Try-it: Create a recurring
Contents ..............................................................2 appointment or event ........................25
Scenario ..........................................................7 Try-it 3 ......................................................26
Cornerstone ...................................................7 Wrap-up .......................................................27
Lesson 1: Creating appointments and Lesson 2: Creating and managing

events ...................................................................8 meetings ...........................................................29
Warm-up ........................................................8 Warm-up ......................................................29
Attach the module .pst file ......................9 Topic 1: Create a meeting .....................30
Copy content into the module .pst Invite attendees to a meeting.........31

file ................................................................... 10 Activity: Show and tell ........................35
Topic 1: Create an appointment ........ 10 Try-it: Create a meeting ....................36
Create appointments ......................... 10 Try-it 1 ......................................................36
Try-it: Create an appointment ........ 16 Topic 2: Create a meeting from a
Try-it 1...................................................... 16 message .......................................................37
Try-it 2...................................................... 17 Activity: Show and tell ........................39
Try-it 3...................................................... 18 Try-it: Create a meeting from a

message ...................................................39
Topic 2: Create an all-day event ........ 19
Try-it 1 ......................................................39
Activity: Discuss and learn ............... 20
Try-it 2 ......................................................40
Try-it 1...................................................... 21 meeting ........................................................41
Try-it 2...................................................... 21 Display tracking status .......................41
Topic 3: Create a recurring Update a meeting ................................42
Cancel a meeting .................................42
11
Try-it: Track, update, or cancel a Activity: Show and tell ........................62

meeting ................................................... 43 Try-it: Manage multiple calendars 63
Try-it 2...................................................... 45 Open user and resource
Wrap-up ....................................................... 45 calendars .................................................65
Lesson 3: Responding to meeting Share calendars with users in your
requests ............................................................ 47 organization ...........................................66
Overview ...................................................... 47 Publishing calendar information to
Warm-up ..................................................... 47 the internet .............................................68
Topic 1: Respond to a meeting Activity: Show and tell ........................69

request.......................................................... 48 Try-it: Share calendars .......................70
Configure automatic response Topic 3: Create calendar groups ........71
settings .................................................... 50 Activity: Tell a story .............................72
Work with reminders ......................... 50 Try-it: Create calendar groups ........73
Try-it: Respond to a meeting Lesson 5: Printing and sharing your
request ..................................................... 52 availability.........................................................75
Try-it 1...................................................... 52 Overview ......................................................75
Try-it 2...................................................... 53 Warm-up ......................................................75
Try-it 3...................................................... 53 Topic 1: Print calendar information ...76
Topic 2: Forward a meeting ................. 54 Outlook Calendar print styles .........77
Activity: Show and tell ....................... 55 Define print options ............................78
Try-it: Forward a meeting................. 56 Activity: Popcorn ..................................79
Wrap-up ....................................................... 57 Try-it: Print calendar information ..79
Lesson 4: Coordinating your schedule Topic 2: Send availability in an email
with others ....................................................... 58 message .......................................................80
Overview ...................................................... 58 Activity: Tell a story .............................83
Warm-up ..................................................... 58 Try-it: Send availability in an email
Topic 1: Manage multiple calendars 59 message ...................................................83
Create and display multiple Try-it 1 ......................................................83
calendars ................................................. 59 Try-it 2 ......................................................84
Use Overlay mode to display Topic 3: Create automatic replies ......84
multiple calendars ............................... 61
12
Activity: Show and tell ....................... 86 What is a contact? ................................. 9

Try-it: Create automatic replies ..... 86 What can I do with an open
Try-it 1...................................................... 87 contact? ...................................................13
Try-it 2...................................................... 87 Create a new contact..........................16
Wrap-up ....................................................... 88 Update a contact..................................16
Detach the module .pst file .................. 88 Search contacts.....................................17
Glossary ............................................................ 89 Review contacts ....................................18
Cornerstone .................................................... 90 Activity: Pose a challenge .................19
Overview ...................................................... 90 Try-it: Create and update a

contact......................................................20
Objectives .................................................... 90
Try-it 1 ......................................................20
Duration ....................................................... 91
Try-it 2 ......................................................21
Attach the Cornerstone .pst file ......... 91
Try-it 3 ......................................................21
.pst file .......................................................... 92 Topic 2: Add a contact from an email
message .......................................................22
Instructions ................................................. 92
Add a contact from an email...........22
Tasks .............................................................. 92
Detach the Cornerstone .pst file ........ 96
Try-it: Add a contact from an email
Module 6: Creating and managing message ...................................................25
contacts ................................................. 1
Try-it 1 ......................................................25
Contents ..............................................................2
Try-it 2 ......................................................25
Module overview .............................................4
Description.....................................................4 sources ..........................................................26
Scenario ..........................................................5 Import a .pst file ...................................26
Cornerstone ...................................................5 Import a vCARD file ............................27
Lesson 1: Creating and updating Import a CSV file ..................................28
contacts ...............................................................6
Overview .........................................................6
Try-it: Import contacts from external
Warm-up ........................................................6 sources .....................................................31
Attach the module .pst file ......................7 Wrap-up .......................................................32
Copy content into the module .pst Lesson 2: Using contact groups ..............34
file ......................................................................8
Overview ......................................................34
Topic 1: Create and update a contact.8
13
Warm-up ..................................................... 34 Try-it 1 ......................................................56

Topic 1: Create a contact group......... 35 Try-it 2 ......................................................57
How to create a contact group ...... 35 Topic 3: Print contact information .....57
Activity: Show and tell ....................... 37 Activity: Discuss and learn ................60
Try-it: Create a contact group ........ 38 Try-it: Print contact information ....61
Topic 2: Update contacts within Try-it 1 ......................................................61
contact groups .......................................... 39 Try-it 2 ......................................................61
Add new contacts to a group ......... 39 Try-it 3 ......................................................62
Remove contacts from a group ..... 39 Wrap-up .......................................................63
Activity: Pose a challenge ................. 40 Lesson 4: Managing contacts ...................64
Try-it: Update contacts within Overview ......................................................64
contact groups ..................................... 40
Warm-up ......................................................64
Topic 3: Delete a contact group ......... 41
Topic 1: Categorize contacts ................64
Delete a contact group ..................... 41
Create a category.................................65
Try-it: Delete a contact group ........ 42
Try-it: Categorize contacts ...............67
Wrap-up ....................................................... 43
Try-it 1 ......................................................67
Lesson 3: Sharing contacts........................ 44
Try-it 2 ......................................................67
Overview ...................................................... 44
Topic 2: Flag a contact for follow-up68
Warm-up ..................................................... 44
Flag a contact ........................................68
folder ............................................................. 45 Activity: Discuss and Learn ...............69
Try-it: Flag a contact for
Create a contacts folder.................... 45
follow-up .................................................70
Share a contacts folder ..................... 47
Try-it 1 ......................................................70
Open a shared contacts folder....... 48
Try-it 2 ......................................................70
Activity: Show and tell ....................... 49
Try-it 3 ......................................................71
Try-it: Create and share a contacts
folder ........................................................ 51 Wrap-up .......................................................71
Topic 2: Forward a contact ................... 53 Glossary .............................................................72

Detach the module .pst file ..................73
Forward a contact................................ 53
Activity: Pose a challenge ................. 55 Cornerstone .....................................................74
Try-it: Forward a contact .................. 56 Overview ......................................................74
14
Objectives .................................................... 74 Try-it 1 ......................................................23

Duration ....................................................... 74 Try-it 2 ......................................................23
Attach the Cornerstone .pst file ......... 74 Topic 2: Update a task ............................24
Copy content into the Cornerstone Update a task.........................................24
.pst file .......................................................... 75 Activity: Think-pair-share ..................26
Instructions ................................................. 77 Try-it: Update a task ...........................27
Tasks .............................................................. 77 Topic 3: Observe and print tasks ........27
File 1: Change views by using the Current
M6_cornerstone_PST_starter.pst ... 77 View options on the Home tab ......28
Detach the Cornerstone .pst file ........ 80 Print a task ..............................................31
Module 7: Managing tasks and notes 1 Activity: Show and tell ........................32
Contents ..............................................................2 Try-it: Observe and print tasks .......33
Module overview .............................................4 Wrap-up .......................................................34
Description.....................................................4 Lesson 2: Using task assignments ..........36
Scenario ..........................................................5 Overview ......................................................36
Cornerstone ...................................................5 Warm-up ......................................................36
Lesson 1: Creating and printing your Topic 1: Assign a task..............................37
tasks ......................................................................6
Assign a task ..........................................37
Overview .........................................................6
Review assignment options and use
Warm-up ........................................................6 tags on assignments ...........................38
Attach the module .pst file ......................7 Activity: Pose a challenge .................40
Copy content into the module .pst Try-it: Assign a task .............................40
file ......................................................................8
Try-it 1 ......................................................40
Topic 1: Create and flag tasks ................8
Try-it 2 ......................................................41
Create a task .......................................... 12
Try-it 3 ......................................................41
Create a task using a Follow Up
flag............................................................. 13 Topic 2: Accept and update a task ....42
Accept a task..........................................42
What can you do with a task? ........ 18
Create a task in the To-Do Bar ....... 19 Update task progress .........................44
Add tags to the tasks ......................... 21 Send a status report ...........................46

Activity: Each one, teach one .......... 22
Try-it: Create and flag tasks ............ 23 Try-it: Accept and update a task....48
15
Try-it 1...................................................... 48 Try-it 2 ......................................................60

Try-it 2...................................................... 48 Try-it 3 ......................................................60
Try-it 3...................................................... 49 Topic 3: Forward a note by using
Wrap-up ....................................................... 50 email ..............................................................61
Lesson 3: Creating and sharing notes .. 51 Forward a note by email ...................61
Overview ...................................................... 51 Activity: Think-pair-share ..................63
Warm-up ..................................................... 52 Try-it: Forward a note by using

email ..........................................................63
Topic 1: Create and categorize
notes.............................................................. 52 Wrap-up .......................................................64
Create and customize notes ........... 52 Detach the module .pst file ..................64
Activity: Each one, teach one .......... 54 Cornerstone .....................................................66
Try-it: Create and categorize Overview ......................................................66

notes ......................................................... 55 Objectives ....................................................66
Try-it 1...................................................... 55 Duration .......................................................66
Try-it 2...................................................... 55 Attach the Cornerstone .pst file ..........66
Topic 2: Observe and print notes ...... 56 .pst file ...........................................................67
Use Print preview ................................. 58 Instructions..................................................68
Activity: Tell a story ............................. 59 Tasks ..............................................................68
Try-it: Observe and print notes...... 60 Detach the Cornerstone .pst file.........69
Try-it 1...................................................... 60
16
Student Guide
40569A
Module 1: Getting started with Outlook
Contents
Contents ..............................................................2 Understand contextual tabs ............17
Module overview .............................................5 Understand tab groups .....................17
Description.....................................................5 Customize the ribbon.........................18
Scenario ..........................................................6 Activity: Discuss and learn ................18
Cornerstone ...................................................6 Try-it: Customize the ribbon ...........19
Lesson 1: Welcome to Outlook ..................7 Try-it 1 ......................................................19
Overview .........................................................7 Try-it 2 ......................................................20
Warm-up ........................................................7 Try-it 3 ......................................................20
Topic 1: Get to know the Outlook Topic 2: Customize the Quick Access
interface ..........................................................7 Toolbar ..........................................................21
Activity: Show me how .........................9 Add and remove options ..................22
Try-it: Get to know the Outlook Customize the Quick Access Toolbar
interface......................................................9 .....................................................................24
Try-it 1...................................................... 10 Activity: Think-pair-share ..................28
Try-it 2...................................................... 10 Try-it: Customize the Quick Access
Try-it 3...................................................... 10 Toolbar .....................................................28
Topic 2: Add an account to Outlook 11 Try-it 1 ......................................................29
Understand the types of email Try-it 2 ......................................................29

accounts .................................................. 11 Try-it 3 ......................................................29
Try-it: Add an account to Outlook 13 Lesson 3: Customizing views ....................32
Wrap-up ....................................................... 13 Overview ......................................................32
Lesson 2: Customizing the interface ..... 15 Warm-up ......................................................32
Overview ...................................................... 15 Topic 1: Customize the Mail view ......33
Warm-up ..................................................... 15 Use the View tab ..................................34
Topic 1: Customize the ribbon............ 16 Customize the workspace from the
Understand the ribbon display View tab ...................................................35
options ..................................................... 16 Customize panes by using the panel
Understand tabs .................................. 17 arrows .......................................................35
2
Activity: Show me how ...................... 38 Try-it: Customize the People or

Try-it: Customize the Mail view ..... 38 Contacts view ........................................56
Try-it 1...................................................... 38 Try-it 1 ......................................................56
Try-it 2...................................................... 39 Try-it 2 ......................................................57
Try-it 3...................................................... 39 Try-it 3 ......................................................57
Topic 2: Customize the Calendar view Wrap-up .......................................................58

......................................................................... 41 Lesson 4: Setting your account

Try-it: Customize the Calendar view Try-it: Set your working times ........63
.................................................................... 48 Topic 2: Create signatures.....................64
Try-it 3...................................................... 49 messages .................................................65


View tab................................................... 52 Try-it 2 ......................................................67
Understand the Arrangement group settings .........................................................68
.................................................................... 53 Customize your message fonts ......71
Find people and contacts ................. 55 Activity: Show and tell ........................73
3
Try-it: Customize your message Cornerstone .....................................................77

settings .................................................... 73 Overview ......................................................77
Try-it 1...................................................... 73 Objectives ....................................................77
Try-it 2...................................................... 74 Duration .......................................................78
Glossary ............................................................ 75 Tasks ..............................................................78
4
Module overview
Description
Microsoft Outlook 2019 is an app in the Microsoft Office suite that you can use to
communicate with others, track your schedule, manage your contact list, and even stay
on track with your to-do list. This module introduces you to Outlook and sets you up for
using it at school, at home, and in the workplace.
At the end of this module, you’ll be able to browse within Outlook, add an Outlook
account, establish your standard working times, and create an email signature that will
automatically appear in any new email messages. The skills you acquire and practice
during the try-it activities, discussions, and Cornerstone project will prepare you for the
next module, in which you’ll start managing your emails.
The following table outlines the lessons in this module and their corresponding learning
objectives.
Lesson Learning objective Exam

objectives
Welcome to Outlook Browse the Outlook interface and add • 1.1.2

an account.
Browse the ribbon in Outlook and • None

Customizing the customize the ribbon and the Quick
interface Access Toolbar.
Customizing views Use multiple options for observing your • 1.1.1

mail, calendar, and contacts.
Setting your account Customize your calendar working times, • 1.1.1

preferences automatic signatures, and email reply • 1.2.1
settings. • 1.2.2
• 1.2.3
• 2.2.3
• 3.1.1
5

objectives
Cornerstone: Modifying Modify your Outlook settings to • 1.1.1

Outlook settings accommodate extended duties at the • 1.2.1
farm. • 1.2.2
• 1.2.3
• 3.1.1
Table 1: Objectives by lesson
Scenario
The Media and Communications department at Munson’s Pickles and Preserves Farm is
excited to welcome you as an intern for the upcoming year. They anticipate a busy
schedule during the spring farming season and feel eager for your help with several
projects. To support the upcoming communication initiatives, you’ll need to become
familiar with Outlook 2019 and your new account. Before you can get to work, you’ll
need to configure the mailbox settings for your provided account. As your list of tasks
grows, you’ll need to change your Outlook settings to manage your busier schedule.
Cornerstone
This module concludes with a Cornerstone project, during which you’ll change the
settings of your Outlook account so you can better manage your increasingly busy
schedule. During the Cornerstone, you’ll:
• Manage the ribbon display options.
• Modify the Quick Access Toolbar.
• Customize the Mail, Calendar, and People views.
• Update your calendar because of expanded work duties.
• Add signatures to your emails.
6
Lesson 1: Welcome to Outlook

Overview
This lesson introduces you to Outlook 2019 and explains how to browse within Outlook.
In this lesson, you'll create a new account that you'll use to communicate with others,
manage your schedule, and track your tasks.
Warm-up
How well do you know Outlook 2019? Be prepared to share your experience with
Outlook with your classmates.

interface
Keeping track of your emails and attachments, to-do lists, and schedule might
become challenging, especially when you’re busy at school and work. Whether you’re
new to Outlook or previously used it, you'll find that it offers many features to help you
become more productive and efficient. This topic introduces the user interface (UI) of
Outlook 2019 and explains how you can browse it and find various elements.
Video
To review a video about getting to know Outlook, refer to: What is
Outlook?
7
The following screenshot depicts the Outlook UI.
Figure 1: The Outlook interface
The following table describes the Outlook interface elements.
Tabs Multiple tabs that you can select to reveal the ribbon
commands
Microsoft Office A view, which is available when you select the File tab,
Backstage view where you can change the settings and options for Outlook
Ribbon The set of tabs at the top (or beginning) of the Outlook
workspace
Navigation Pane The pane where you can switch among the Mail, Calendar,
Contacts, Tasks, Notes, and other areas and select folders
within each area
Navigation Bar Icons at the bottom of the Navigation Pane that you can
use to switch among the Mail, Calendar, People, Tasks,
Notes, Folders, and Shortcuts areas
Folder Pane The pane that displays all the folders in Outlook
Mail Pane The pane where you can observe, select, and manage the
messages in your Inbox and other folders
8
Reading Pane The pane that previews the content of your messages
To-Do Bar A customizable pane that displays calendar, task, or people

information based on your individual preferences
Status bar The horizontal bar at the bottom of the screen that displays
the status of the Outlook app
Window control Icons to maximize, minimize, and restore the size of your
Outlook window and to exit Outlook
Table 2: The elements of the Outlook interface
Activity: Show me how

The teacher will guide the class through each of the workspace elements and
demonstrate how to identify each one.
Resources required
You’ll need the following resources for this activity:
• None
Activity instructions
Follow along with your classmates as your teacher helps you to:
1. Open Outlook 2019.
2. Identify the primary elements of the Outlook workspace.
3. Use the File tab to explore the options in the Backstage view.
4. Customize the Navigation Bar.
5. Customize the Reading Pane.
6. Customize the To-Do Bar.
Try-it: Get to know the Outlook interface

In this leveled try-it activity, you'll assess your knowledge of the Outlook interface.
You'll identify the different elements of the workspace and customize Outlook to work
for you.
9
Try-it 1
In this try-it, you'll pair up with a classmate and identify the different UI elements in the
Outlook workspace.
Resources
You’ll need the following resource for this try-it:
• Open L1_T1_try1_matching_starter.docx in this lesson’s Learning Activity
Resources.
Instructions
The following are the general tasks that you need to perform during this try-it:
1. Open L1_T1_try1_matching_starter.docx, and then follow the instructions to
complete the matching activity.
2. Work with a classmate, compare answers, and help each other identify all the
elements of the workspace.
Try-it 2
In this try-it, you'll customize the Navigation Bar to change the number and order of
items on display.
Instructions
1. Change the Navigation Bar to display five items.
2. Disable compact navigation.
3. Reorder the links in this order: People, Mail, Calendar, Folders, Notes, Tasks,
Shortcuts.
Try-it 3
In this try-it, you'll change the layout according to your preferences. You'll customize,
resize, and move various panes.
Instructions
1. Hide, display, and move the Reading Pane.
2. Minimize and maximize the Folder Pane.
3. Customize the To-Do Bar.
10
Topic 2: Add an account to Outlook

Before you can use Outlook, you need to configure an email account. Your school, your
organization, or another provider will supply the settings for this account.
An Outlook account helps you access and manage email messages, calendars, contacts,
and tasks. Depending on your preference, you can also create your Outlook account by
adding it from Office 365 or from one of several third-party email providers.
Understand the types of email accounts

The following table describes the types of accounts you can add to Outlook.
Office 365 or Businesses of all sizes that use the Microsoft platform (either
Microsoft onsite or in the cloud) to manage their email accounts use
Exchange Server Exchange Server for the primary email format. When used
with Outlook, Exchange Server accounts make the greatest
number of capabilities available, such as out-of-office
messages, the sharing of calendars and contacts, and the
use of the Scheduling Assistant for managing meetings.
Post Office POP3 is the standard format for most web-based email
Protocol version 3 providers and offers the most-common and most-flexible
(POP3) type of email account. POP-3 can be used to connect to
most mailboxes. The content is stored on a server and
delivered to Outlook in a folder structure. Depending on the
email provider, the folders—such as Email, Calendar, and
Tasks—might vary, and some of the more-advanced
features of Outlook might not be available.
Internet Message Large organizations, such as corporations and universities,

Access Protocol commonly use IMAP accounts. As with Exchange Server
(IMAP) accounts, messages stay on the server, but you can access
your mailbox by using the Outlook app.
11
HTTP HTTP accounts, such as MSN.com and Outlook.com

accounts, primarily access web-based email. As with
Exchange Server and IMAP accounts, messages stay on the
server, and you can observe or manage your mailbox by
either signing in on the web or using the Outlook app. The
features of an HTTP account tend to be limited.
Table 3: Types of email accounts
The newer versions of Outlook have evolved to the point that the app can usually figure
out the setup details without you having to know about usernames, authentication
protocols, and server protocols. Occasionally, you might need to have some support and
manually set up the account, but for the most part, the Outlook Account Wizard does
all the hard work for you.
Additional information
For more information, refer to: POP and IMAP email settings for
Outlook
Activity: Show and tell

In this activity, your teacher will demonstrate how to add a new account to Outlook.
Resources required
• None
Participate in the activity by following these instructions:
1. Observe your teacher demonstrate the process of adding an account to Outlook.
2. Discuss the demonstration, and ask questions.
12
Try-it: Add an account to Outlook

In this standalone try-it, all the students will add an email account to Outlook.
Depending on your organization, your ability to do so might be limited. If your
organizational settings prevent you from completing the steps in this activity, let your
teacher know at what point you had to stop.
Resources
• A school or web-based email account
Instructions
1. On the File tab, in the details pane, select Add Account.
2. Follow the steps to add your account to Outlook.
3. Exit and then restart Outlook to start using your email account.
Some email providers require specialized settings that don't work with
the Outlook Account Wizard. If you have issues adding an account,
you might need to manually add the account or use the advanced
setup options. For more information, refer to: Add an email account
using advanced setup
Video
If you can’t add an account because of restrictions by your
organization, review the Add an email account to Outlook video.
Wrap-up
Consider your comfort level with Outlook at the beginning of the module. Did you feel
that you could find and browse your Outlook workspace? What’s your comfort level
now?
13
Use these questions to check what you learned in this lesson:

1. Which of the following elements can you change to customize your workspace in
Outlook?
Select the correct option.
a. Navigation Pane
b. Reading Pane
c. To-Do Bar
d. All of the preceding answers
2. On which tab do you find the options to customize the Reading Pane?
a. File tab
b. Folder tab
c. Help tab
d. View tab
3. To add an account to Outlook, you use the following steps.
Indicate the correct sequence by adding numbers 1–4 next to the following items.
a. Select the File tab. - _________________________
b. Provide the email address. - _________________________
c. Provide the password. - _________________________
d. Add the account. - _________________________
4. Which type of account do businesses and universities use the most?
a. POP3
b. IMAP
c. Exchange Server
d. HTTP
14
Lesson 2: Customizing the

interface
Overview
In this lesson, you'll learn about the ribbon and tabs in Outlook and how you can
customize the ribbon to maximize the efficiency of your tasks. You'll also learn to use
and customize the Quick Access Toolbar so the options you use most often will be
more-quickly available to you.
Warm-up
Use these questions to find out what you already know about this lesson’s topics:
1. The element at the top (or beginning) of the window that has a lot of options is
commonly known as the _________________________
Fill in the blank space.
2. What’s the name of the toolbar you can customize to have easy access to the
commands you often use in Outlook?
Select all that apply.
a. Shortcuts Bar
b. Navigation Bar
c. Quick Access Toolbar
d. Options tab
3. In which of the following ways can you customize the Outlook interface?
a. Add and remove tabs
b. Change the icons on the buttons
c. Create contextual tabs
d. Create your own tabs that have groups and buttons
15
4. Which of the following tabs exist on the ribbon in all areas of Outlook?
a. Insert
b. Format Text
c. Message
d. Help
Topic 1: Customize the ribbon

The ribbon in Outlook resides at the top (or beginning) of the window and supplies
options on different tabs. The following screenshot depicts the ribbon and points out
the tabs.
Figure 2: The Outlook ribbon tabs
Understand the ribbon display options

You can manage your display of the ribbon by selecting Ribbon Display Options, which
the following screenshot points out.
Figure 3: The options that Ribbon Display Options offers
Ribbon Display Options offers three options:

• Auto-hide Ribbon. This option hides the ribbon. To display the ribbon, you must
then select the top pane in the app.
• Show Tabs. This option displays only the tab names. When you select a tab, the
commands on that tab become available.
• Show Tabs and Commands. This option displays the tabs and their command
names.
16
Understand tabs
The most commonly used commands in the app reside on the Home tab. Other tabs
have commands for distinct functions of the app. For example, if you need to insert a
picture or attach a file to an email message, you’ll select the Insert tab, which the
following screenshot depicts.
Figure 4: The Insert tab
The Insert tab supplies various commands for including information or inserting
attachments into your Outlook items.
Understand contextual tabs

Occasionally, you might notice more tabs appear when you’re working with certain
objects, such as pictures or tables. These are special tabs that appear only when needed
to supply commands relevant to that type of object. For example, the following
screenshot depicts the Format contextual tab.
Figure 5: The Format contextual tab
Understand tab groups

Outlook divides each tab into more manageable sections known as groups. Each group
has options that are related to specific tasks, thereby helping you to find certain
commands. For example, the following screenshot depicts the groups on the Insert tab.
Figure 6: The groups on the Insert tab
17
Customize the ribbon

You can customize the ribbon to display and arrange the tabs according to your
preferences. You can hide, remove, or rearrange tabs to make certain commands easier
to find. You can even create your own specialized tabs.
Did you know?

Unlike other Office apps, Outlook displays different tabs and
commands depending on where you’re working in Outlook. For
example, the Appointment/Meeting window displays a Scheduling
tab, whereas the Contact window displays a Contact tab.
For more information, refer to: Customize the ribbon in Office
Activity: Discuss and learn

The teacher will demonstrate how to customize the ribbon. Be prepared to discuss the
advantages and disadvantages of making customizations.
Resources required
• None
1. Observe as your teacher demonstrates customizing the ribbon.
2. Participate in the discussion with your teacher and classmates.
18
Did you know?

If you select the Alt key, Outlook assigns a keyboard shortcut to each
tab, as the following screenshot depicts. When you then choose a tab
by selecting its keyboard shortcut, Outlook assigns a keyboard
shortcut to each command on that tab, as depicted in the following
screenshot.
Figure 7: The ribbon with keyboard shortcuts
Try-it: Customize the ribbon

Now that you’re familiar with the ribbon, it’s time to discover whether you can find
some common commands in Outlook and make some customizations to the ribbon. In
this leveled try-it activity, you'll explore the tabs and identify the groups and options on
the ribbon. You'll also change the default ribbon and save your customizations. Making
these changes should help you get right to work on your first day at Munson’s!
Try-it 1
In this try-it, you'll explore the ribbon and identify the common groups and commands
on each tab.
Resources
You’ll need the following resources for this try-it:
• None
19
Instructions
1. Team up with a couple of your classmates according to your teacher's directions.
2. Explore the tabs for the following items:
o Send/Receive All Folders
o New Email
o Unread/Read
o Folder Pane
3. Identify the tabs found in the interface.
4. Identify the groups and commands on the different tabs.
Try-it 2
In this try-it, you'll customize the Outlook interface by changing the default ribbon.
You'll then save your customizations.
Resources
• None
Instructions
1. Open the Outlook Options dialog box.
2. Reorder the tabs so the first three tabs are Send/Receive, Folder, and View in that
order.
Try-it 3
In this try-it, you'll hide and display tabs. You'll also customize the Outlook interface by
changing the default ribbon. You'll then save your customizations.
Resources
• None
20
Instructions
1. Change the ribbon display option in Outlook to Show Tabs.
2. Open the Outlook Options dialog box.
3. Display the Developer tab.
4. Hide the Folder tab.
5. Reorder the tabs so the first three tabs are Send/Receive, Folder, and View in that
order.
6. Save your customizations.
Topic 2: Customize the Quick Access

Toolbar
The Quick Access Toolbar resides at the top (or beginning) of the screen, as the
following screenshot depicts. As its name implies, this toolbar gives you quick access to
the commands you most often use. As your schedule becomes busier, you'll find the
Quick Access Toolbar handy, because it displays your most-used options at all times,
and you don't have to browse through the interface to get to those options.
Figure 8: The Quick Access Toolbar
21
By default, the Quick Access Toolbar displays a minimal number of options, which the
following table describes. You can fully customize the Quick Access Toolbar by adding
or removing options.
Icon Function Description
Send/Receive All Sends and receives all items, such as

messages and calendar items
Undo Reverses the last action performed
Customize Quick Access Displays a menu of options for the Quick

Toolbar Access Toolbar
Table 4: The default buttons on the Quick Access Toolbar
As you work with any Office app, you’ll find yourself consistently using certain options
on the tabs. This should help you identify the options that you might like to have readily
available on the Quick Access Toolbar.
Add and remove options

The purpose of the Quick Access Toolbar is to display the commands that are most
important to each user. Therefore, it makes sense that you can customize this toolbar.
One way to do so is to use Customize Quick Access Toolbar. The following screenshot
depicts the items that display when you select Customize Quick Access Toolbar.
22
Figure 9: The Customize Quick Access Toolbar menu
By selecting and clearing the menu items, you can add commonly used commands, such
as Print, Reply, and Delete, to the Quick Access Toolbar.
Another way to add a command to the Quick Access Toolbar is to right-click or access
the context menu of any option on the ribbon and then select Add to Quick Access
Toolbar. The following screenshot depicts this process.
Figure 10: The context menu for a ribbon option
23
The new button appears at the end of the Quick Access Toolbar, as the following
screenshot depicts.
Figure 11: A new button added to the Quick Access Toolbar
Customize the Quick Access Toolbar

Not all functions in Outlook appear on the ribbon. Sometimes, the most helpful options
appear on menus or in obscure dialog boxes. The Quick Access Toolbar provides a
solution if you want to make these options readily available. You can customize the
Quick Access Toolbar by selecting More Commands on the Customize Quick Access
Toolbar menu to find and add more commands, as the following screenshot depicts.
Figure 12: The Customize Quick Action Toolbar menu with More Commands pointed
out
24
The Outlook Options dialog box appears. In the navigation pane on the left side,
select Quick Access Toolbar, and then observe the options in the Popular Commands
box. The following screenshot depicts this process.
Figure 13: Popular Commands in the Outlook Options dialog box
To include an option on the Quick Access Toolbar, add it from the Popular
Commands box to the Customize Quick Action Toolbar box. To do so, select an
option, and then select Add, as the following screenshot depicts. Similarly, you can
remove an option from the Quick Access Toolbar by selecting it in the Customize
Quick Action Toolbar box and then selecting Remove.
25
Figure 14: The Add and Remove buttons
You can also change the order of the options on the Quick Action Toolbar. In the
Customize Quick Action Toolbar box, select an option, and then use Move Up and
Move Down (which display the arrow icons) to move that option up or down. Select OK
to save your customizations. The following screenshot depicts this process.
26
Figure 15: The reordering buttons
Did you know?

In the modern Office UI, the Quick Access Toolbar fades into the
title bar. Did you know that you can move it below the ribbon? This
makes the Quick Access Toolbar closer, more visible, and of a
full-screen width, with the icons appearing in color. You can find
Show Below the Ribbon on the Customize Quick Access Toolbar
menu.
For more information, refer to: Add commands to the Quick Access
Toolbar
27
Activity: Think-pair-share
In this activity, your teacher will demonstrate how to access and customize the Quick
Access Toolbar. You’ll pair up with a classmate to explore, find, and share diverse ways
to customize the Quick Access Toolbar.
Resources required
• None
1. Open Outlook.
2. Follow along with the teacher.
3. Collaborate with a partner to explore the ribbon.
4. Identify the options you use most often that you’d find helpful to add to the Quick
Access Toolbar.
5. List from three through five of these options in the following spaces:
o _________________________
o _________________________
o _________________________
o _________________________
o _________________________
6. In the discussion with your class, ask and answer questions about the options for the
Quick Access Toolbar.
Try-it: Customize the Quick Access Toolbar

Now that you’ve explored the tabs, it’s time to make the Quick Access Toolbar
your own so you can be more productive. In this leveled try-it activity, you'll customize
the Quick Access Toolbar by using the Customize Quick Access Toolbar menu, the
context menu for assorted options, and More Commands.
28
Try-it 1
In this try-it, you'll add common options to the Quick Access Toolbar by using the
Customize Quick Access Toolbar menu.
Resources
• None
Instructions
1. Go to the Customize Quick Access Toolbar menu.
2. Add the following commands to the Quick Access Toolbar:
o Print
o Reply
Try-it 2
In this try-it, you'll add common options to the Quick Access Toolbar by using the
Customize Quick Access Toolbar menu and the context menu.
Resources
• None
Instructions
2. Add the Forward command to the Quick Access Toolbar.
3. Use the context menu to add Delete and Read Aloud to the Quick Access Toolbar.
Try-it 3
In this try-it, you'll add commands to the Quick Access Toolbar by using More
Commands. You'll also remove some commands and rearrange the commands on the
Quick Access Toolbar.
29
Resources
• None
Instructions
2. Select More Commands.
3. Add Reply All and Save As from the Popular Commands box to the Quick Access
Toolbar.
4. Remove Reply All from the Quick Access Toolbar.
5. Use the context menu to add New Email and New Contact to the Quick Access
Toolbar.
6. Save your customizations.
Did you know?

To ensure that your customizations are complete, it’s always a good
idea to close and reopen Outlook. If you don’t restart Outlook, you'll
lose your customizations if the app becomes unresponsive and you
need to restart it.
30
Wrap-up
1. Which of the following are common options that you can add to the Quick Access
Toolbar by using the Customize Quick Access Toolbar menu?
a. Delete
b. Reply
c. Address Book
d. Print
2. In which of the following ways can you customize the ribbon?
a. Add commands to a default group
b. Create a custom tab
c. Hide a default tab
d. Remove a group of commands from a default tab
3. What are some of the changes you can make to the tabs on the ribbon, and why
might you want to do so?
_________________________
4. Match each of the following groups on the Insert tab to the option—Pictures,
Hyperlink, Calendar, or Attach File—it contains.
o Include
o Tables
o Illustrations
o Links
Categorize the following options by adding the appropriate group name next to each
item.
a. Pictures - _________________________
b. Hyperlink - _________________________
c. Calendar - _________________________
d. Attach File - _________________________
31
Lesson 3: Customizing views

Overview
Outlook offers several options for customizing your view, or display, of the interface, so
you can change the display according to your work requirements. You can change which
items appear or stay hidden, the size of certain items, and the arrangement of items so
your interface is clean and focuses on the tasks at hand. At the end of this lesson, you'll
be able to use multiple options for observing your mail, calendar items, tasks, and
contacts.
Warm-up
1. Who can customize the Mail workspace in Outlook?
a. My teacher
b. The IT department
c. Anyone
d. None of the preceding answers
2. Which areas of Outlook can you observe by using peeks?
a. Email messages
b. Calendar
c. To-Do List
d. Contacts
3. Outlook supplies several ways for you to observe your contacts. How might that be
helpful when you’re completing different tasks?
_________________________
32
4. Which of the following panes can you display in any workspace in Outlook?
a. Reading Pane
b. Folder Pane
c. Daily Task List
d. People Pane
Topic 1: Customize the Mail view

The default view when you open Outlook is the Mail, or Inbox view. Lesson 2 described
the different areas of the workspace known as panes, including:
• Folder Pane
• Mail Pane
• Reading Pane
• To-Do Bar
That’s a lot going on! Although these panes are helpful and informative, sometimes it
makes sense to simplify your workspace by hiding, displaying, and minimizing the panes
in your view. The workspace layout is flexible, and you can improve your efficiency by
changing it according to your requirements. This capability might be convenient when
you're working on a smaller screen, for example, and want to hide certain UI elements to
make the interface less crowded and jumbled.
The following table lists the options for controlling the different panes in the workspace.
Pane Views Options
Folder Pane • Normal • Favorites

• Minimized • Hide/Show specific folder types
• Off
Message • 1 Line • None

Preview • 2 Lines
• 3 Lines
Reading Pane • Right • When to mark items as read

• Bottom • Full-screen reading
• Off • Preview mode
33
Pane Views Options
To-Do Bar • Calendar • None

• People
• Tasks
• Off
Table 5: The Outlook interface panes
In this lesson, you'll explore how to change the views to be more useful. Outlook offers
various techniques for controlling the panes; however, the View tab in the Mail
workspace offers the most robust options.
Use the View tab

The groups on the View tab, as the following screenshot depicts, have workspace
customization options.
Figure 16: The groups on the View tab
When you select some options, Outlook just switches between turning it on and turning
it off. For most options, selecting it displays a menu, as the following screenshot depicts.
Figure 17: The expanded Folder Pane menu
34
The expanded menu displays the commands that you can select. It might also have an
Options command that supplies even more ways to customize the interface.
Figure 18: The Options command
Customize the workspace from the View tab

Use the following steps to customize your Mail workspace layout:
1. Browse to the Mail workspace in Outlook.
2. Select the View tab.
3. Select the command to customize the pane to expand the Options menu.
4. Select options according to your preferences.
Customize panes by using the panel arrows

In addition to using the View menu, you can minimize and display different panels by
using the arrows in each pane, which the following screenshot depicts.
35
Figure 19: Arrows for minimizing and expanding panes
The arrows change depending on the state of the pane. To expand a panel, select the
Expand arrow, as the following screenshot depicts.
Figure 20: The expand panel arrow
To open the pane and lock it in place, select the arrow, and then select the Pin, as the
Figure 21: The pin panel icon
36
If the panel is expanded, you can minimize it again by selecting the minimize panel
arrow, as the following screenshot depicts.
Figure 22: The minimize panel arrow
You can also select the border of any pane and then drag it to resize it to your liking, as
the following screenshot depicts.
Figure 23: The border you can drag to resize a pane
Before you get too settled into using the default layout of the Mail workspace, take
some time to explore the available options, and then set up your workspace in the way
that’s most useful to you.
For more information, refer to:
• Change the appearance of the Navigation Pane
• Use and configure the Reading Pane to preview messages
• Use and customize the To-Do bar
37

In this activity, your teacher will demonstrate different techniques for hiding and
displaying different panes in the interface, including the Folder Pane, Preview Pane,
and To-Do Bar.
Resources required
• None
1. Follow along with the teacher.
2. Ask questions about the customization options.
3. Answer questions from the teacher.
Try-it: Customize the Mail view

In this leveled try-it activity, you'll customize the Mail view to make it your own.
You'll explore the options, turn the options on and off, and find out what works best for
you.
Try-it 1
In this try-it, you'll observe the current configuration of the workspace. You'll then hide
and display different panes by using the options on the View tab.
Resources
• None
Instructions
1. Use the options on the View tab to customize the Reading Pane.
2. Use the options on the View tab to display the calendar in the To-Do Bar.
38
Try-it 2
In this try-it, you'll hide and display panes by using the collapse and expand arrows.
Resources
• None
Instructions
1. Use the View tab to minimize the Folder Pane.
2. Display the Folder Pane, and then pin it so it is always available.
3. Resize the Folder Pane.
Try-it 3
In this try-it, you'll customize the To-Do Bar. You'll use the options on View tab and in
the To-Do Bar to customize the workspace.
Resources
• None
Instructions
1. Use the options on the View tab to add the following sections to the To-Do Bar:
o Calendar
o People
o Tasks
2. Select Close to remove the People section.
3. Use dragging to size the Calendar pane so it displays your upcoming appointments.
39
Did you know?

Hover over the buttons in the Navigation Bar to “peek” at your
upcoming appointments, tasks, or frequent contacts.
The following screenshot depicts the Calendar peek that appears when you hover over
Calendar.
Figure 24: The Calendar peek
40
Topic 2: Customize the Calendar view

As your schedule gets busier, and you progress in working with your calendar, you
might notice that the default views become a little busy. Luckily, Outlook offers several
ways of observing the appointments and events in your calendar. This topic describes
ways that you can change the Calendar view to maximize its use for you. The following
table describes the variety of options for this purpose.
View Description Options
Month Observe appointments and events in a • Full month

(default) monthly display. • Rolling five-week
display
Week Observe appointments and events in a • First day of the week

seven-day format with details for • Time increments
appointment times.
Work Week Observe appointments and events in a • Days of the week

multiple-day format with details for • Hours of the day
appointment times. This view displays the • Time increments
days that the designated working times
include. The default working times are
Monday through Friday, from 8:00 AM
through 5:00 PM.
Day Observe appointments and events in a • Time increments

one-day format with details for
appointment times.
Schedule Note that this alternate view is most • Automatic switching

View useful as a rollup view of multiple to the Schedule
calendars. view
Time Scale Change the time increments that the • Increments from 5
Day, Week, and Work Week views minutes through 60
display. minutes
Table 6: The Calendar view options
41
Change the Calendar view

Customizations to the Calendar view depend on the preferences that each user sets.
Others who use the Scheduling Assistant or those who have the Sharing permission for
the calendar can review these customizations.
To change the Calendar view, use the options in the Arrange group on the Home tab,
as the following screenshot depicts.
Figure 25: The Arrange group on the Home tab
You can switch your view at will to use the one that’s most useful for the current task.
Need to review your month all at once? Use the Month view. Need to review your
availability this week? Use the Week or Work Week view.
In the Folder pane, you can change the current view of the calendar to a specific period.
Note that selecting a date displays that date within the current view of the calendar. For
example, if you’ve selected the Work Week option, the calendar will display the date
you select within that work week. The following screenshot depicts the Work Week
view with a single week pointed out.
Figure 26: The Work Week view of the calendar
42
Use the arrows at the top of the pane to move forward or backward by a month. The
following screenshot depicts these arrows.
Figure 27: The navigation arrows in the Calendar pane
You can also resize the Calendar pane to display one or two months, depending on
your preference and screen size. To do so, drag the divider till you achieve the size that’s
most suitable for you, as the following screenshot depicts.
Figure 28: The pane border in the Calendar pane
43
Use the Go To group

In addition to the calendar navigation arrows, two helpful options exist for navigation in
the Go To group on the Home tab. They are Today and Next 7 Days, as the following
screenshot depicts.
Figure 29: The Go To group of the Home tab
With Today, you can go to today's date (in the current view). With Next 7 Days, you can
go to the next seven days beginning with today's date (in the Week view)—even if
today is in the middle of the week. The following screenshot depicts the Next 7 Days
option.
Figure 30: The Week view that displays after you select Next 7 Days
44
Customize the Calendar workspace layout

Just as you can customize the Mail workspace, you can also customize the layout of the
Calendar workspace according to your preferences. You can:
• Select Minimized on the Folder Pane menu to minimize and expand the Calendar
navigator and the Folder Pane.
• Select Pin the Folder Pane to restore the pane.
• Drag the vertical border of the pane to resize the pane.
• Hide or display the Daily Task List pane.
You can also hide or display panes in the Calendar workspace just like you can in the
Mail workspace. You can manage the panes by using the Layout group on the View
tab, which the following screenshot depicts.
Figure 31: The Layout group on the View tab
Use the Daily Task List layout

In addition to having the standard workspace panes, the Calendar view has an option
called Daily Task List. To observe the tasks due on their due dates in your Calendar
view, you can display this optional pane in the Calendar window. This option resides in
the Layout group on the View tab, as the following screenshot depicts.
Figure 32: The Daily Task List option
To display the available commands for Daily Task List, select the arrow next to Daily
Task List. The following screenshot depicts these menu commands.
45
Figure 33: The Daily Task List menu
On the Daily Task List menu, you can set your preferences for the pane (Normal,
Minimized, or Off). You can also set what to arrange the tasks by (Start Date or Due
Date) and whether you want the completed tasks to display.
Find appointments and meetings

When you first start, your calendar might seem pretty bare, but your schedule might
eventually abound with meetings and appointments. Forgot when you scheduled a
meeting? No problem! You can use the Search Calendar option to find any
appointment or meeting in your calendar.
To find an event, select the Search Calendar box in the Calendar workspace, which the
Figure 34: The Search Calendar box in the Calendar workspace
46
When you enter text in the Search Calendar box, the Search contextual tab displays.
The following screenshot depicts this tab.
Figure 35: The Search contextual tab
Search for an event by using any of the information it might contain, such as its name,
location, organizer, or event attendees. If needed, you can use the options in the Refine
group on the Search contextual tab to narrow down the results. The following
screenshot depicts the Refine group on the Search contextual tab.
Figure 36: The Refine group on the Search contextual tab
You can explore even more options by expanding the More menu. As you continue to
work with the calendar in Outlook, you’ll encounter situations for which one view is
more helpful than the others. Be sure to explore the views and configure your Calendar
workspace in a way that’s the most useful for you.
For more information about customizing the Calendar workspace in
Outlook, refer to: Change how you view your Outlook calendar
47

Discuss with the teacher and your classmates when different views of the calendar might
prove beneficial and help with productivity.
Resources required
• None
1. Follow along with the teacher to change the views of the Calendar workspace.
2. Discuss with your classmates how different views might prove useful.
3. Ask and answer questions about the view customization options.
Try-it: Customize the Calendar view

It's your first day at the farm, and scheduling will be a big part of your duties as an
intern. By setting up your Calendar workspace, you can make it as easy as possible to
manage your schedule. In this leveled try-it activity, you'll customize the Calendar view.
Try-it 1
In this try-it, you'll use the options on the Home tab to observe the calendar in diverse
ways.
Resources
• None
Instructions
1. Change the view to the Week view. Observe the order in which the days display.
2. Change the view to the Work Week view. Observe the order in which the days
display.
3. Select a Wednesday date in the next couple of weeks in the calendar.
4. Display the next seven days. Observe the order in which the days display.
48
Try-it 2
In this try-it, you'll use the options on the View tab to observe the calendar in diverse
ways.
Resources
• None
Instructions
1. Change the view to the Day view. Observe the times available for scheduling.
2. In the Arrangement group, change the Time Scale option to 60 Minutes, and then
10 Minutes. Observe the appointment times available for scheduling.
Try-it 3
Use the Layout group on the View tab to customize the Calendar view.
Resources
• None
Instructions
1. Display the Daily Task List arranged by Due Date.
2. Display the Reading Pane on the right side, and then select an appointment.
Observe the details that the Reading Pane supplies.
Topic 3: Customize the People or

Contacts view
The People workspace in Outlook gives you a place to store information about the
people you interact with on a regular basis. You can update your contact cards with vital
information, such as email addresses and phone numbers, and even personal
information, such as birthdays. In the People workspace, you can keep the lines of
communication open and foster relationships with your contacts.
49
Did you know?

The People view was previously known as the Contacts view. If you
select People in the navigation bar, your Outlook window displays
Contacts on the title bar.
The People workspace has several options for helping you find a contact. The following
table describes these options.
View Description What to use for
People This list of your contacts includes their names, Internal contacts for
(default) pictures (when available), and presence quick
information (also when available). communication
options
Business Each contact appears on a virtual card that External contacts or

Card displays the primary contact information. The when you need
card also includes a picture when available. quick contact
information
Card Each contact appears on a card that displays Sorting and finding
basic information, such as their full name, job people by their job
title, department, and email. The card doesn’t title or company
include a picture.
Phone This simple list of contacts includes each Printing a version of

person’s company and up to four phone your contacts with
numbers in the default view. You can sort this their phone
information by any of the displayed columns. numbers
List This simple list of contacts includes each Printing a version of

person’s job title, company, department, and your contacts with
country/region. You can sort this information their titles and
by any of the displayed columns. companies or
locations
Table 7: The view options in the People workspace
50
Change the People view

The default view is the People view. To change to another view, use the Current View
group on the Home tab, which the following screenshot depicts.
Figure 37: The Current View group
Note that depending on your screen resolution, you might need to use the scroll arrow
or select More to select a different view. The following screenshot depicts the Current
View gallery.
Figure 38: The Current View gallery
Use list views

If you choose one of the list views (that is, Phone or List), you can select any column
heading to sort the list in ascending (A to Z) or descending (Z to A) order. An arrow
appears in the column heading that you select. The arrow indicates whether the sort is
ascending (up) or descending (down). The following screenshot depicts the list sorted by
full name in ascending order.
Figure 39: The List view sorted by full name in ascending order
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Sort list views

You can change the sort order of contact list views. To do so, perform the following
steps:
1. Go to the People workspace.
2. On the Home tab, in the Current View group, select a list view (that is, Phone or
List).
3. Select a column header to sort the values in ascending order.
4. If needed, select the column header again to reverse the order to descending.
Customize the workspace from the View tab

As with the other workspaces in Outlook, you can customize the People workspace. To
do so, use the Arrangement and Layout groups on the View tab. The following
screenshot depicts these groups.
Figure 40: The Arrangement and Layout groups on the View tab
Note that some options on the View tab might not be available, because they aren’t
available for the particular view that’s selected. In the following screenshot, several
options aren’t available.
Figure 41: Options on the View tab in the People view that aren’t available
The Layout group in the People workspace has the same panel control options that the
Mail and Calendar workspaces have. These options are Folder Pane, Reading Pane,
and To-Do Bar.
To change to a different view from the View tab, go to the Current View group, select
the arrow next to Change View to display the Change View menu, and then select
another view, as the following screenshot depicts.
52
Figure 42: The Change View menu
Sort and group items

In the People, Business Card, and Card views, you can use Reverse Sort in the Arrange
group to change the sort order of the list. Reverse Sort is based only on the contact
name but might be helpful when you have a lengthy list of names, and the last one
starts with Z.
Another helpful element of the People view is the alphabetical set of buttons that
appears on the left side of the names. Select the letter of the alphabet for the contact
you want to find to go directly to that letter in the contact list. The following screenshot
depicts the alphabetical set of buttons.
Figure 43: The alphabetical set of buttons in the People view
Understand the Arrangement group

The list views offer more options in the Arrangement group, including:
• Categories. Group your contacts by category.
• Company. Sort the list by company.
• Location. Sort the list by country/region.
53
To add or remove columns from a list view, go to the Arrangement group, and then
select Add Columns. The following screenshot depicts this button.
Figure 44: Add Columns in the Arrangement group
The Show Columns dialog box appears, displaying a catalog of columns grouped by
category in the Available columns list, as the following screenshot depicts.
Figure 45: The Show Columns dialog box
Add columns to a list view

2. In the Current View gallery, select a list view.
3. On the View tab, in the Arrangement group, select Add Columns.
4. In the Select available columns from field box, select the category you want.
54
5. In the Available columns pane, select the column you want, and then select Add.
6. Repeat this procedure for other columns as needed.
7. If you want to remove columns, select them in the Show these columns in this
order pane, and then select Remove.
8. Use Move Up and Move Down to rearrange the columns.
9. Select OK to save the customizations.
Find people and contacts

Even if you currently have only a few contacts, you might eventually have hundreds, and
digging through your list of contacts might become time consuming. Outlook saves you
time by supplying the Search box in the People workspace.
To find a contact, select the Search Contacts box in the People workspace, as the
Figure 46: The Search box
The Search contextual tab displays, as the following screenshot depicts.
Figure 47: The Search contextual tab
Search for contacts by any information that their cards might contain, including the
name, company, or location. If needed, you can narrow down the results by using the
options in the Refine group, which the following screenshot depicts.
55
Figure 48: The Refine group on the Search contextual tab
You can also select More to become familiar with even more options. As you progress
in working with the People workspace, you’ll encounter situations for which one setup is
more helpful than the others. Be sure to explore the views and configure your People
workspace in a way that’s the most useful for you.
Activity: Pose a challenge

In this activity, your teacher will supply different scenarios. Use them to think of different
ways in which you can review your contact lists.
Resources required
• None
• Participate in the discussion with the teacher.
• Ask and answer any questions.
Try-it: Customize the People or Contacts view

You’re just getting started with tracking your contacts in the People workspace in
Outlook. This is all new, so you want to explore how to set up your workspace to
become more efficient at finding and communicating with your peers, volunteers, and
vendors at the farm. In this leveled try-it activity, you'll customize how you review your
contacts list.
Try-it 1
In this try-it, you'll change the contacts view by using the Current View options on the
Home tab.
56
Resources
• None
Instructions
2. Change the view to the Business Card view.
3. Change the view to the Phone view.
4. Sort the Phone view by company.
Try-it 2
In this try-it, you'll change the view of your contacts by using the arrangement options
on the View tab.
Resources
• None
Instructions
2. Select the Business Card view.
3. On the View tab, reverse the sort order of the view to descending.
4. Change to the Phone view.
5. Arrange the contacts by category.
Try-it 3
In this try-it, you'll customize your contacts layout by using the Layout options on the
View tab.
Resources
• None
57
Instructions
2. Change the view to the List view.
3. Display the Reading Pane on the right side.
4. Select any contact, and then observe the changes in the Reading Pane.
5. Minimize the Folder Pane.
Wrap-up
1. Which of the following is not a Reading Pane configuration?
a. Top
b. Right
c. Bottom
d. Off
2. Which of the following is not a component in the Navigation Pane?
a. Buttons
b. Folder list
c. Shortcut key list
d. Favorite folders
3. What’s the name of the pane that displays a list of active tasks?
a. Task List
b. Actions Pane
c. To-Do Bar
d. None of the preceding answers
58
4. Name three scenarios where reviewing your contacts in a list view might be helpful.
_________________________
59
Lesson 4: Setting your account

preferences
Overview
Your calendar settings and email signatures help you maximize efficiency by informing
others of your general schedule, your available times, and your vacation schedules. This
lesson describes how to customize your calendar working times, automatic signatures,
and email reply settings.
Warm-up
1. Why might you want to share your working times on your calendar?
_________________________
2. An Outlook account can have multiple signatures.
a. True
b. False
3. What options can you apply to your text when creating a new message?
a. Color
b. Font style
c. Font size
d. Bold
60
Topic 1: Set your working times

The calendar in Outlook helps you keep track of the appointments and events in
your schedule. When you're working in an organization, it can also help peers and
coworkers coordinate schedules for meetings. But, not all schedules are created equally!
The default schedule in Outlook assumes that everyone works from 8:00 AM through
5:00 PM, Monday through Friday, but that isn't always the case. Your Outlook calendar
helps you communicate your availability and work hours to your contacts. In your
calendar views, nonworking times aren’t available either for you or for any coworkers
reviewing your schedule, as the following screenshot depicts.
Figure 49: Nonworking times (which appear shaded)
For accurate scheduling, it's a good idea to customize your work schedule by using the
options in the Outlook Options dialog box, such as:
• Start time
• End time
• Work week
• First day of week
• First week of year
The following screenshot depicts the Work time section in the Outlook Options dialog
box.
61
Figure 50: Work time options for the calendar
Change your working times in Outlook

To change your workdays and work times in Outlook, perform the following steps:
1. In the Calendar workspace, on the File tab, select Options.
2. In the Outlook Options dialog box, in the navigation pane on the left side, select
Calendar.
3. In the Work time section, select the Start time and End time values for your
standard workday.
4. Select the Work week check boxes for the days of the week that you work, and clear
the check boxes for the days that aren’t part of your work week.
5. For First day of week, select the day that you start working.
62
6. To change the first week of the year, select an option in the First week of year list.
7. Select OK to confirm the customizations.
It's important to note that the working times in Outlook don’t accommodate schedules
that change from day to day or from week to week. The settings assume that the weekly
schedule is consistent.
Activity: Tell a story

In this activity, you'll review scenarios with your teacher and classmates and discuss
reasons why people might have nontraditional schedules. Discuss why someone might
become more productive after setting their work hours on the calendar.
Resources required
• None
1. Consider the diverse types of work schedules that people in your circle might have.
2. Participate in the discussion.
3. Ask your teacher clarifying questions.
Try-it: Set your working times

Your internship at the farm is an exciting opportunity! For now, you’re available
only on a part-time basis, but that might change during breaks or when your school
schedule changes. In this standalone try-it activity, you'll set your working times so your
coworkers will be aware of your availability at all times. You'll observe the calendar in
Work Week view and customize your working times by using the options on the File
tab.
Resources
• None
63
Instructions
1. Observe the calendar in the Work Week view.
2. Change your working times in the calendar, including:
o The days of the week
o The times of day
o The first day of the week
3. Observe the changes to the calendar in the Work Week view.
Topic 2: Create signatures

Signatures can save a lot of time by adding a standard block of information about
you to the end of your email messages. You can also set up different signatures for
different email accounts, quick replies, or distinct roles you might have at your school or
future job. The following screenshot depicts a sample signature.
Figure 51: An example of a signature block
Signatures typically include a variety of information about the sender, including their
company, role, and contact information. The recipient can then more easily respond or
contact the sender if necessary.
Create a signature
Use the following steps to create a signature in Outlook:
Mail.
3. Select Signatures.
64
4. In the Select Signature to edit section, select New.

5. Enter a name for the signature.
6. In the Edit Signature box, enter the content for the signature.
7. Format the text by using the options provided, including fonts, bold and italic
formatting, and colors.
8. To add a logo or other image, select Image , find your image file, and then
select Insert.
9. To tell Outlook to automatically add a signature to new messages, select that
signature in the New Messages box.
10. To tell Outlook to add a specific signature to message replies or forwarded
messages, select that signature in the Replies and forwards box.
11. Select OK to confirm the changes.
It's important to note that when you create a new signature, Outlook automatically
assigns it as the default signature for new messages.
Assign signatures to specific messages

In some cases, you might want to insert an alternate signature into a message instead of
the default signature. Several reasons exist for doing so. You might have distinct roles in
your organization or standard responses to different email inquiries. Whatever the case,
you can add a different signature right from the message itself by using the Signature
option in the Include group on the Message tab, as the following screenshot depicts.
Figure 52: The Include group
Insert an alternate signature into an email message

1. Create a new email message.
2. In the email message, select the Message tab.
3. In the Include group, expand the Signature menu.
4. Select the signature you want.
65
To discover more about using signatures, refer to: Create and add a
signature to messages
Activity: The one-question quiz

In this activity, you'll take part in a discussion by posing one question that addresses an
important concept from the day’s lesson. An example is: What types of information are
useful to share in a signature?
Resources required
• None
1. Consider which details might be either helpful to share with the recipients of your
emails or representative of your company.
2. Be prepared to take part in the discussion with your classmates.

The teacher will guide the class on creating, formatting, and editing signatures. Follow
along, and ask questions about adding signatures to distinct types of messages.
Resources required
• Open L4_T2_act_signaturesample.docx in this lesson’s Learning Activity Resources.
1. Create a new signature.
2. Edit the formatting and indentation options.
3. Add the signature to all new emails.
4. Add the signature to replies and forwarded messages.
66
Try-it: Create signatures

Because you’re getting your Outlook account set up, it’s time to create a custom
signature in accordance with the company standards. Your teacher has given you an
example of what it should be like. In this leveled try-it activity, you'll create custom
signatures to include in your messages.
Try-it 1
In this try-it, you'll create a formal signature and then choose it as the signature for all
your new messages.
Resources
• Open L4_T2_try1_signaturesample.docx in this lesson’s Learning Activity
Resources.
• Open Munsons_logo_square_illustration.png in the Media folder under Student
Materials.
Instructions
1. Use L4_T2_try1_signaturesample.docx as a guideline to create the default
signature for all new messages.
2. Name the signature Formal, and then format it as displayed in the sample.
3. Insert the logo into the signature.
4. Choose the new signature as the signature for all new messages.
Try-it 2
In this try-it, you'll create a formal signature and a second signature for replies and
forwarded messages.
Resources
• Open L4_T2_try2_signaturesample.docx in this lesson’s Learning Activity
Resources.
Materials.
67
Instructions
1. Use L4_T2_try2_signaturesample.docx as a guideline to create a new signature for
all new messages.
2. Name the signature Formal2, and format it as displayed in the sample.
3. Insert the logo into the signature.
4. Choose the new signature as the signature for all new messages.
5. Create a second signature by using the Reply / Forward sample signature in
L4_T2_try2_signaturesample.docx.
6. Name the signature Formal3, and format it as displayed in the sample.
7. Confirm that the signature for new messages is Formal2 and that the one for replies
and forwarded messages is Formal3.
8. Save the customizations.
Topic 3: Customize your message

settings
Do you ever feel that all the messages you receive seem the same? They use the
same font, same size, and same color, but do they have to? The truth is that you can
customize all these settings in Outlook to differentiate not just the appearance of your
email messages but also how they function as you manage the messages in your Inbox.
If you’re involved in a long trail of emails, it might be helpful to differentiate which
responses were yours and which came from other participants. Changing the font size or
color might make your messages be easier to identify. The Mail settings in the Outlook
Options dialog box, which the following screenshot depicts, makes customizing your
message settings available.
68
Figure 53: The Mail settings in the Outlook Options dialog box
To access the settings to change the default fonts, styles, and colors in your messages,
select Stationery and Fonts, which the following screenshot depicts.
69
Figure 54: The Stationery and Fonts button
The Signatures and Stationery dialog box opens, which offers formatting options for
new messages, replies, and forwarded messages. The following screenshot points out
the New mail messages and Replying or forwarding messages sections in the
Signatures and Stationery dialog box.
70
Figure 55: The Signatures and Stationery dialog box
Customize your message fonts

To customize your message fonts in Outlook, perform the following steps:
Mail.
3. Select Stationery and Fonts.
4. In the Signatures and Stationery dialog box, select Font, and then select the
formatting options you want.
5. Select OK to close the Font window.
6. In the Signatures and Stationery dialog box, select OK to save your customizations.
7. Select OK to close the Outlook Options dialog box.
71
In addition to formatting options, other options exist that specify how Outlook will
process messages in your Inbox when you reply to messages or forward them. The Mail
settings of the Outlook Options dialog box also makes these options available, as the
Figure 56: The Replies and forwards section
With some of the options for replies and forwarded messages, you can:
• Open the message in a new window.
• Close the original message.
• Preface comments with your name or custom information.
• Include the original content in your replies and forwarded messages.
Customize your reply settings

Mail.
72
3. Scroll to the Replies and forwards section.

4. Explore the options, and set them according to your preferences.
5. Select OK to save your customizations.
6. Select OK to close the Outlook Options dialog box.

In this activity, your teacher will demonstrate how to customize your settings for replies
and forwarded messages in Outlook.
Resources required
• None
1. Observe the teacher's demonstration of the settings.
2. Ask and answer questions.
Try-it: Customize your message settings

You’re almost done setting up your new account! The last step is to customize how
your content will appear in new messages, replies, and forwarded messages and how
Outlook will automatically process your messages. In this leveled try-it activity, you'll
customize how your replies and forwarded messages will appear and the other settings
available for those messages.
Try-it 1
In this try-it, you'll customize the default fonts for new messages, replies, and forwarded
message.
Resources
• None
73
Instructions
1. Customize the default font for new messages.
2. Customize the default font for replies and forwarded messages.
Try-it 2
In this try-it, you'll customize the available settings for replies and forwarded messages.
Resources
You will need the following resources for this try-it:
• None
Instructions
1. Customize the default font for new messages.
2. Customize the default font for replies and forwarded messages.
3. In the When replying to a message list, select Include and indent original
message text.
4. In the When forwarding a message list, select Attach original message.
Wrap-up
How confident do you feel about what this lesson covered? Participate in the activity to
share your comfort level with what you learned.
1. Which type of account can have signatures automatically added to messages?
a. Web-based email (HTTP) account
b. POP3 email account
c. Exchange Server account
d. All of the preceding answers
74
2. What’s the least amount of time for defining a workday?

a. 1 minute
b. 30 minutes
c. 2 hours
d. 8 hours
Glossary
The following table defines the key terms used in the module.
Backstage view The view on the File tab, where you can access all the settings and
options.
Default setting A preset value for an option that the app has set.
Folder Pane The place to review all your folders, including those for mail, the
calendar, tasks, and notes.
Message Pane The place that displays the messages for the currently selected folder.
Navigation Bar Icons at the bottom of the Navigation Pane that you can use to
switch among Mail, Calendar, People, Tasks, Notes, Folders, and
Shortcuts.
Navigation Pane The place where you can switch among different areas of Outlook,
such as Mail, Calendar, Contacts, Tasks, Notes, and other folders.
Quick Access A customizable toolbar that contains a set of commands determined

Toolbar by individual preferences.
Ribbon The command bar found at the top (or beginning) of the workspace
that consists of multiple tabs and options.
Signature A customizable block of contact information that Outlook

automatically adds to new messages.
Status bar The horizontal bar at the bottom of the screen that displays the
status of the app.
75
Tabs UI elements you can select to reveal the options.
Time zone A region of the globe that determines the standard time for
scheduling.
To-Do Bar The customizable pane that displays Calendar, Tasks, or People
information based on individual preferences.
View A preset or customizable way to observe information in an Outlook

workspace.
Table 8: Glossary terms and definitions
76
Cornerstone
Overview
In this Cornerstone, you’ll refine the settings in Outlook to accommodate expanded
duties at the farm.
Objectives
The following table outlines the Cornerstone objectives and their corresponding
Microsoft Office Specialist (MOS) exam objectives.
Cornerstone project objective MOS exam objectives
Get familiar with the ribbon and manage • None

the ribbon display options
Change the Quick Access Toolbar to help • None
you work efficiently
Explore the different ways to review your • 1.1.1: Change the display of messages,
mail calendar items, contact records, and
tasks
Explore the different ways to review and • 1.1.1: Change the display of messages,
navigate your calendar calendar items, contact records, and
tasks
Explore the different ways to review your • 1.1.1: Change the display of messages,
contacts calendar items, contact records, and
tasks
Customize your calendar by setting • 3.1.1: Set calendar work times
working times
Create and assign automatic signatures • 1.2.3: Create, assign, and modify
signatures
Customize the settings for new messages, • 1.1.1: Change the display of messages,
replies, and forwarded messages calendar items, contact records, and
tasks
• 1.2.1: Specify default fonts for new
messages and responses
• 1.2.2: Customize reply message
settings
Table 9: Cornerstone objectives mapped to MOS exam objectives
77
Duration
50 minutes
Instructions
1. Complete the tasks in following section for each file.
2. When you’re done with the Cornerstone, assess your completion, and then enter the
points you think you earned in the task lists. You can get help from your teacher if
needed.
Tasks
You’ll need two files for this Cornerstone:
• Open Email_signature.docx in the Cornerstone’s Learning Activity Resources.
Materials.
The following sections describe the tasks you’ll need to do for this Cornerstone.
Task: Customize the ribbon display options (4 points)

1. Open Outlook 2019, and then hide the Send/Receive tab. (2 points)
2. Rearrange the tabs so that the first three are View, Folder, and Home in that order.
(2 points)
Points scored: ________ / 4
Task: Customize the Quick Access Toolbar (4 points)

1. Add Print and Find a Contact to the Quick Access Toolbar. (2 points)
2. Remove Print and Find a Contact from the Quick Access Toolbar. (2 points)
Task: Customize the Mail, People, and Calendar workspaces (12

points)
1. Change the Mail view to Compact. (2 points) (Exam objective 1.1.1)
2. In the Mail workspace, change the message preview to three lines. (2 points) (Exam
objective 1.1.1)
78
3. In the Calendar workspace, change the color to light blue. (2 points) (Exam objective
1.1.1)
4. Set the time scale to 15 minutes. (2 points) (Exam objective 1.1.1)
5. In the People workspace, display your contacts by phone number. (2 points) (Exam
objective 1.1.1)
6. Minimize the Folder Pane. (2 points) (Exam objective 1.1.1)
Task: Create a signature and assign it to messages (10 points)

1. Create a new signature, and name it Events. (3 points) (Exam objective 1.2.3)
2. Format the signature by using the formatting in Email_signature.docx and by
inserting Munsons_logo_square_illustration.png. (4 points) (Exam objective 1.2.3)
3. Apply the signature to new email messages. (3 points) (Exam objective 1.2.3)
Task: Update your working time (6 points)

1. Change your working days so you have a four-day work week (from Wednesday
through Saturday). (2 points) (Exam objective 3.1.1)
2. Set your daily schedule to 12:00 PM or 12:00 through 6:00 PM or 18:00. (2 points)
(Exam objective 3.1.1)
3. Change the first day of the week to Monday. (2 points) (Exam objective 3.1.1)
Task: Customize your message settings (6 points)

1. For new messages, apply Arial for the font, 12 for the font size, and italic. (3 points)
2. For replies and forwarded messages, apply Calibri for the font, 14 for the font size,
and bold. (3 points) (Exam objective 1.2.2)
Total points: ________ / 42
79
Student Guide
40569A
Module 2: Composing and managing email
Composing and managing email
Contents
Contents ..............................................................2 Activity: Think-pair-share ..................25
Module overview .............................................4 Try-it: Apply formatting and setup
Description.....................................................4 options .....................................................25
Scenario ..........................................................5 Try-it 1 ......................................................25
Lesson 1: Composing email messages....6 Topic 3: Add content to an email

message .......................................................27
Overview .........................................................6
Insert an image into the body of a
Warm-up ........................................................6 message ...................................................27
Attach the module .pst file ......................7 Add a hyperlink to a message ........28
Copy content into the module .pst file Save a message as a draft ................30
............................................................................8
Topic 1: Compose an email message .8
Try-it: Add content to an email
Create and address an email message ...................................................32
message .....................................................9
Try-it 1 ......................................................32
Use @mentions .................................... 11
Try-it 2 ......................................................33
Add a read receipt to a message .. 13
Wrap-up .......................................................34
Activity: Pick a card, any card ......... 14
Lesson 2: Corresponding via email ........35
Try-it: Compose an email message
.................................................................... 14 Overview ......................................................35
Try-it 1...................................................... 14 Warm-up ......................................................35
Try-it 2...................................................... 15 Topic 1: Preview and print message

content ..........................................................36
Try-it 3...................................................... 16
Topic 2: Apply formatting and setup
options ......................................................... 16 Try-it: Preview and print message
content .....................................................40
Apply formatting to a message ..... 17
Topic 2: Reply to or forward an email
Check for spelling errors .................. 18 message .......................................................40
Mark a message for high Activity: Discuss and learn ................42
importance ............................................. 22
Flag a message for follow-up ......... 22
2
Try-it: Reply to or forward an email Activity: Guess and tell .......................55

message .................................................. 43 Try-it: Add and remove message
Try-it 1...................................................... 43 attachments ...........................................55
Try-it 2...................................................... 43 Try-it 1 ......................................................55
Wrap-up ....................................................... 44 Try-it 2 ......................................................56
Lesson 3: Working with message Detach the module .pst file ..................56
attachments .................................................... 45 Wrap-up .......................................................57
Overview ...................................................... 45 Glossary .............................................................58
Warm-up ..................................................... 45 Cornerstone .....................................................59
Topic 1: Preview, open, and save Overview ......................................................59
Objectives ....................................................59
Duration .......................................................59
.................................................................... 47 Attach the Cornerstone .pst file ..........60
Save an email message as a file .... 50
.pst file ...........................................................61
Instructions..................................................61
Try-it: Preview, open, and save
message attachments ........................ 52 Tasks ..............................................................61
File 1:
Try-it 1...................................................... 52
M2_cornerstone_PST_starter.pst ....62
Try-it 2...................................................... 53
Detach the Cornerstone .pst file.........64
Topic 2: Add and remove message
attachments ................................................ 53
3
Module overview
Description
Email is an important productivity tool in your own life and in the modern workplace.
Microsoft Outlook 2019 supports basic email features such as Cc and Bcc, but it also
offers unique features to make email even more useful, such as @mentions, attachment
previewing, and robust formatting options. This module covers composing emails and a
variety of tools for managing the content of both incoming and outgoing messages.
objectives.
Lesson Learning objective Exam objectives
Composing Compose emails, add content, and format • 2.1.2

email messages the content in emails. • 2.1.3
• 2.1.5
• 2.1.6
• 2.2.1
• 2.2.2
• 2.2.3
Corresponding Share message content in print and • 1.4.1

via email electronic format. • 2.1.4
Working with Add attachments to outgoing messages • 1.4.2

message and preview or manage attachments in • 1.4.3
attachments incoming messages. • 1.4.4
• 2.1.1
4
Lesson Learning objective Exam objectives
Cornerstone: Create new email messages, respond to • 1.4.2

Managing the email by using reply and forward, and • 1.4.4
communications manage email attachments. • 2.1.1
for a planting
• 2.1.2
project
• 2.1.3
• 2.1.4
• 2.1.5
• 2.1.6
• 2.2.1
• 2.2.2
Scenario
Munson’s Pickles and Preserves Farm takes pride in its efforts to protect the
environment and conserve scarce resources through environmentally sound farming
practices. Last fall, the farm planted a cover crop on hillier fields to reduce soil erosion,
and this spring, it’s using no-till planting equipment to further protect the soil. As an
intern in the Media and Communications department, your job is to manage the
communications related to this planting project.
Cornerstone
This module concludes with a Cornerstone activity, in which you’ll create new email
messages, forward and respond to email, and manage attachments to both incoming
and outgoing email.
5
Lesson 1: Composing email

messages
Overview
In this lesson, you'll learn how to compose email messages, format the text of a
message, indicate that a message is of high importance or requires follow-up, and add
content to a message. The activities, discussions, and demonstrations in this lesson will
strengthen your learning and give you the opportunity to practice what you learn.
Warm-up
1. Which of the following features can you use to confirm that a recipient has opened a
message?
a. @mention
b. Bcc
c. Follow Up
d. High Importance
e. Read Receipt
2. Which of the following do you use to mark a message that you must remember
later?
a. @mention
b. Bcc
c. Follow Up
d. High Importance
e. Read receipt
6
3. How can you add a hyperlink to the body of a message?

a. From the Insert tab on the ribbon
b. From the Format Text tab on the ribbon
c. By dragging a page from your web browser
d. By entering the web address and selecting the Spacebar, Tab, or Enter.
4. To include a/an ________________________ in a message, you can add it as an
attachment or insert it in the body of the message.
5. To flag a message that you want to remember later, use the ________________________
command.
6. To send a copy of an email to someone who isn’t a recipient, use the
________________________ line.
Attach the module .pst file

To provide the most effective learning experience, this module includes several starter
elements such as emails, calendar appointments, tasks, and contacts. These elements are
stored in an external Outlook Data File, or .pst file. It resides in a location that your
teacher will provide. To complete this module, you must attach this .pst file into Outlook
before you can perform any try-its. You’ll also store the results of your try-its in this .pst
file. This allows your teacher to assess your work by examining the .pst file’s contents.
To open the .pst file in Outlook:
1. Open Outlook.
2. Select the File tab, and then select Open & Export.
3. In the Open pane, select Open Outlook Data File.
4. In the Open Outlook Data File dialog box, use the navigation pane to locate the .pst
files provided by your instructor for your use throughout this module of the course.
5. Open the file named M2_module_PST_starter. Note that a folder
M2_module_PST_starter is now available in the navigation pane. This folder
contains any required starter elements for the module, such as emails, calendar
appointments, tasks, and contacts.
7
6. Right-click or access the context menu for the M2_module_PST_starter folder, and
then select Properties.
7. In the M2_module_PST_starter Properties dialog box, select Advanced.
8. In the Outlook Data File dialog box, in the Name box, append your name to the
end of the existing name by using underscores instead of spaces. For example, enter
_Firstname_Lastname. The folder name should now resemble
M2_module_PST_starter_Firstname_Lastname.
9. Select OK twice.
Copy content into the module .pst file

As you proceed through this module’s try-its, you should copy the resulting elements,
such as emails, calendar appointments, tasks, and contacts, to the
M2_module_PST_starter_Firstname_Lastname folder by using the following
instructions:
1. After you attach the .pst file, you should be able to observe duplicate folders for
items such as emails, calendar appointments, tasks, and contacts.
2. After you complete a try-it exercise, select your resulting items in the navigation
pane. Make sure you select the items that are associated with your email account.
3. In the details pane, right-click or access the context menu for each item, and then
select Copy or select Ctrl+C.
4. Select the M2_module_PST_starter_Firstname_Lastname folder.
5. Select Ctrl+V to copy the item to the .pst file.
6. Repeat steps 3 through 5 for any additional items that you want to copy.
Topic 1: Compose an email message

One of the most common tasks that you'll undertake in Outlook is creating a new
email to send to one or more recipients. Composing a simple email message is very
straightforward, but Outlook makes this process easier. You can also take advantage of
a variety of features to make your messages more useful for recipients. In addition to
specifying one or more recipients, you can use Cc and Bcc to communicate with
additional people. You can also use @mentions to get someone's attention or request a
read receipt to let you know who has read your message.
8
Create and address an email message

To begin composing a new message, select the Home tab on the ribbon, and then in
the New group, select New Email or select Ctrl+N. The following screenshot depicts the
New group with New Email highlighted:
Figure 1: The New group with New Email highlighted
Outlook will open a Message window for new email. In this window, you can compose
your email, and as you'll learn in the next lesson, format the text of your message. When
starting a new email, Outlook opens a new window with a different ribbon that has a
variety of options to customize the new message. You can also specify the recipients of
your message. The following screenshot depicts the Message window:
Figure 2: The Message window
To specify recipients for the message, select the To text box. Enter the email address of
the recipient of the message. If you want to send the message to more than one person,
separate each email address with a semicolon.
9
Send copies of email

Sometimes, you might want someone else to get a copy of a message even though they
aren't the primary recipient. For example, if you’re working on a group project and have
a question for one of your partners, you might want the other students in the group to
observe the message as well so that they don't get left out of the conversation. To send
a copy of the message to someone who isn’t the recipient, you can use the Cc or
courtesy copy option. Select the Cc text box and enter their email address. You can use
semicolons to separate multiple addresses, just like you can with the To text box.
There’s one other way to send a copy to someone who isn’t the primary recipient. This is
the Bcc or blind courtesy copy option, which sends a copy of an email message to an
individual without the recipients in the To and Cc boxes knowing. A blind copy is a great
way to preserve privacy. Email addresses that you enter in the To or Cc boxes are
available to everyone who gets the message, but email addresses in Bcc box are not. For
example, suppose you want to send product information to a variety of customers, but
you don't want to send separate emails for each. Customers might not appreciate the
sharing of their email addresses, so you could put them in the Bcc line to keep them
private. Bcc is often used when sending information to many addresses while keeping
those conversations separate. When you use Bcc and one of your recipients sends a
reply by using Reply to All, other Bcc recipients won’t receive those replies.
By default, Bcc isn’t available in the Message window. To display it, select the Options
tab, and then select Bcc in the Show Fields group. After you turn on Bcc, it will display
each time you compose a new message until you turn it off again. The following
screenshot depicts the Show Fields group with Bcc highlighted.
Figure 3: The Show Fields group with Bcc highlighted
10
Did you know?

Some email systems might flag messages with Bcc recipients as junk
or spam, so make sure the recipient is expecting the message.
For more information on composing and addressing an email, go to:
Create and send email in Outlook
Video
To review the video on composing and addressing an email, go to:
Create an email message
Use @mentions
You often might send email to several people at the same time, and it's easy for a
recipient to miss something that was intended just for them. You can use @mentions to
get the attention of individuals in your message. When you do, that person's name will
be highlighted in the message body and their email address will be added to the To box
if it isn't already there. They will also notice the @ symbol next to the message in their
Inbox, notifying them that they are mentioned specifically in the message.
Add an @mention to the body of a message by entering the at sign (@) and the first
few letters of the contact's first name, last name, or email address. Outlook will offer
suggestions based on that information. Select the contact from the suggestions list. The
following screenshot depicts this:
11
Figure 4: Example of the suggestions that Outlook supplies when creating an @mention
By default, an @mention displays the full name, but you can delete portions of the
name. The following screenshot depicts an @mention with the last name deleted,
leaving only the first name:
Figure 5: Example of an @mention with the last name deleted, leaving only the first name
Video
To review the video on @mentions, go to: Use @mentions to get
someone's attention
12
Add a read receipt to a message

Sending a message and not knowing if anybody has read it can be very frustrating! To
help with this, Outlook supports read receipts, which is a confirmation that email
recipients have read your message. Outlook also gives recipients the option to decline
sending a read receipt, and some email programs don’t support them. Therefore, the
lack of a read receipt doesn’t necessarily mean that the recipient didn’t read the
message. However, read receipts can be useful as a way for recipients to acknowledge
messages without replying.
You must add a read receipt request before you send the message. To add a read
receipt, perform the following steps:
1. In the Message window, select the Options tab on the ribbon.
2. In the Tracking group, select Request a Read Receipt. The following screenshot
depicts the Tracking group with the Request a Read Receipt check box selected:
Figure 6: The Tracking group with the Request a Read Receipt check box selected
Did you know?

To observe read receipts, you must open the original message that
you sent, which is in the Sent Items folder. Then, select the Message
tab, and select Tracking in the Show group. Tracking doesn't appear
until at least one receipt has been received.
To review the video on requesting and reviewing read receipts, go to:
Add and request read receipts and delivery notifications
13
Activity: Pick a card, any card

In this activity, you’ll work with other students to create an email based on the card that
you received (or the prompt that you were assigned) at the start of the lesson.
Resources required
• None
1. Find the other student or students with the same card or prompt.
2. Working as a group, compose an email to other students based on the prompt, as
directed.
Try-it: Compose an email message

In this leveled try-it activity, you’ll practice composing a new email message that
will include both a message body and one or more recipients.
Try-it 1
Resources
• None
Instructions
The following are the general tasks that you must perform during this try-it:
1. Use the ribbon to create a new email message.
2. Set the Subject line to Quotations for a news article.
3. Set the To line to marcos@munsonspicklesandpreservesfarm.com or to your
teacher's email address as directed.
14
4. Edit the body of the message to include the following text:

Hi Marcos,
I've received an inquiry from a local journalist who is interested in writing an
article about our no-till planting initiative. Can you provide a short quotation
about the long-term impact it will have on the farm?
5. Copy the Quotations for a news article message to
Try-it 2
Resources
• None
Instructions
1. Use a keyboard shortcut to create a new email message.
Hi Marcos,
5. Remember to send or save your draft as directed by the teacher.
15
Try-it 3
• None
Instructions
1. Use the ribbon or a keyboard shortcut to create a new email message.
4. Add the email address danielle@munsonspicklesandpreservesfarm.com to the Cc
line, or add the email address of a student as directed.
5. Add the email address fernando@munsonspicklesandpreservesfarm.com to the
Bcc line, or add the email address of a student as directed.
6. At the beginning of the message body, use an @mention for
marcos@munsonspicklesandpreservesfarm.com, or add an @mention for
another student as directed.
7. Following the @mention, add the following text:
Topic 2: Apply formatting and setup

options
Email has evolved beyond simple text-only messages. Adding some formatting to
your messages can make them easier to read and much more professional. Before you
send a message, Outlook can also help you find and correct misspelled words and
indicate the importance of the message to its recipients. You can also flag messages so
that you remember to follow up on them later.
16
Apply formatting to a message

Outlook provides tools for formatting email messages that are very similar to formatting
features in other Microsoft Office apps, such as Microsoft Word.
To change the size, font, or formatting of text in a message, begin by selecting the text
that you want to format. Next, select the Message tab on the ribbon. The Basic Text
group includes some of the most used formatting options, such as Font, Font Size,
Bullets, and Numbering. Select the formatting that you want to apply. The following
screenshot depicts the Basic Text group on the Message tab:
Figure 7: The Basic Text group on the ribbon
To access additional formatting features, select the text to format and then select
Format Text on the ribbon. Commands in the Font group make it possible to change a
variety of font settings. The following screenshot depicts the Font group in the Format
Text tab:
Figure 8: The Font group on the Format Text tab
The Paragraph group includes tools for creating lists, changing alignment, and other
paragraph formatting options. The following screenshot depicts the Paragraph group
on the Format Text tab:
Figure 9: The Paragraph group on the Format Text tab
17
You can use the Styles group on the Format Text tab to apply a predefined text style.
Select the text that you want to style, and then select Format Text. In the Styles group,
use the Styles gallery to select the style that you want to apply. To access additional
styles, select More, which is depicted as a Down arrow on the right-hand side of the
Styles gallery. The following screenshot depicts the Styles group on the Format Text
tab.
Figure 10: The Styles group on the Format Text tab with More highlighted
For more information on applying formatting to a message, go to:
Change the size or formatting of text
Check for spelling errors

As you compose a message, Outlook will automatically check your spelling. It will
indicate a misspelled word by underlining it with a wavy line. You can get help
correcting the error by right-clicking or accessing the context menu on the misspelled
word. Then, select the correction that you want. If you want to ignore the misspelling,
select Ignore All and Outlook won’t flag the misspelling again in that message. If the
word is spelled correctly, select Add to Dictionary to add the word to the Outlook
spelling dictionary, and Outlook won’t flag the added word as wrong in any future
messages. The following screenshot depicts the context menu for a misspelled word:
18
Figure 11: The context menu for a misspelled word
You can also check and correct the spelling of the entire message at once. Select the
Review tab on the ribbon, and then in the Proofing group, select Spelling &
Grammar. The following screenshot depicts the Proofing group on the Review tab,
with Spelling & Grammar highlighted:
Figure 12: The Proofing group on the Review tab, with Spelling & Grammar highlighted
19
If Spelling & Grammar finds a misspelled word, it will open the Spelling and Grammar
dialog box. To replace the word, select a new word in Suggestions, and then select
Change. Select Ignore Once to skip just this instance of the misspelling or select Ignore
All to ignore the misspelling throughout the message. Selecting Add to Dictionary will
add the flagged word to the Outlook dictionary so it’s not flagged in future messages.
The following screenshot depicts the Spelling and Grammar dialog box:
Figure 13: The Spelling and Grammar dialog box
20
Outlook includes a setting to check the spelling of all messages before they are sent. To
enable this setting, select File on the ribbon, and then select Options in the Microsoft
Office Backstage view. In the Outlook Options dialog box, select Mail. In the
Compose messages section, select the Always check spelling before sending check
box, and then select OK. The following screenshot depicts a part of the Outlook
Options dialog box with Mail and Always check spelling before sending highlighted:
Figure 14: A part of the Outlook Options dialog box with Mail and Always check
spelling before sending highlighted
With this option enabled, Outlook will run Spelling & Grammar automatically when
you select Send. If it doesn’t detect any misspelled words, it will send the message
immediately. If it does find misspellings, it will open the Spelling and Grammar dialog
box. Select Cancel to stop the spell check and continue editing the message.
For more information on spell checking, go to: Check spelling before
sending a message
21
Mark a message for high importance

You can use Outlook to mark a message with an indicator of the message’s importance.
If the message is urgent or particularly important, you can set the message as High
Importance. If the message isn’t related to work or is otherwise not urgent, you can set
the message as Low Importance. The effect of this might vary depending on the email
application the recipients are using, but most email programs use a highlight or icon to
indicate the importance level.
It's important to be consistent and thoughtful with these indicators. If you unnecessarily
mark messages as High Importance, recipients might become frustrated and could
even start to ignore the tag. Likewise, messages that you mark as Low Importance
might not be read until much later, when the recipient has free time. When everyone in
the workplace uses flags appropriately, everyone can be more productive and manage
their email inboxes more efficiently!
To set the importance indicator, select New Email to open the Message window. Select
the Message tab on the ribbon, and then in the Tags group, select High Importance or
Low Importance. The following screenshot depicts the Tags group on the Message
tab:
Figure 15: The Tags group on the Message tab
To review the video on importance indicators, go to: Mark a message
as high or low importance
Flag a message for follow-up

Many people receive a lot of email messages over the course of a day or week, and it's
easy to become overwhelmed and lose track of all the things that need your attention.
For example, you might send a message to a coworker asking for a copy of a document
that you need this week, but you don't want to forget if they don't send it.
Outlook provides a follow-up option to help with just that kind of situation. When you
send an email, you can mark the message for follow-up.
22
Select New Message to begin composing a new email message. Select the Message
tab on the ribbon, and then in the Tags group, select Follow Up. In the drop-down
options, select the day that you want to follow up on the message: Today, Tomorrow,
This Week, or Next Week. If you don’t want to assign a specific date to the flag, select
No Date. The following screenshot depicts the Tags group on the Message tab, with
Follow Up selected:
Figure 16: The Tags group on the Message tab, with Follow Up selected
The message will now be marked with the corresponding flag, which darkens as the
follow up date approaches. Because the message will be in your Sent Items folder,
where you might not notice the flag, you might want to add a reminder. A reminder is
an alert dialog box that appears when the follow-up is due—the same dialog box for
upcoming calendar events. To add a reminder, select the Message tab on the ribbon,
and then in the Tags group, select Follow Up. In the drop-down options, select Add
Reminder to open the Custom dialog box. Select the Reminder drop-down, select the
date and time for the reminder to appear, and then select OK. The following screenshot
depicts the Custom dialog box with the Reminder options highlighted:
23
Figure 17: The Custom dialog box with the Reminder options highlighted
Did you know?

In the Flag for Recipients section in the Custom dialog box, you can
specify a follow-up reminder date for recipients of the message.
Recipients who use Outlook will observe the flag in their message list
and before the From line when they open the message. The flag will
also add an item to their to-do list in Outlook.
24
In the Custom dialog box, you can also choose any date as the due date for a follow-up.
To set a custom date to follow up, select the Message tab on the ribbon, and then
select Follow Up in the Tags group. In the drop-down options, select Custom to open
the Custom dialog box. Select Due date and choose the date on which you’ll follow up.
To review the video on follow-up reminders, go to: Send an email
message with a follow-up reminder
In this activity, you’ll discuss message setup options with a partner and then share your
ideas with the group.
Resources required
• None
1. Think about how message tagging features can help communicate with your
recipients more efficiently.
2. When directed by the teacher, pair up and discuss your ideas with your partner.
3. Share your responses with the group.
Try-it: Apply formatting and setup options

In this leveled try-it activity, you’ll practice formatting a message and setting
Follow Up flags.
Try-it 1
In this try-it, you’ll create a message with custom formatting.
Resources
• None
25
Instructions
2. Set the Subject line to Profiles for the news article.
Hi Marcos,
Thank you for providing a quotation to the local writer. They would like some
information about the staff members who are working on these initiatives. Is
there someone here who can provide some basic profiles or biographies?
5. Select all the message body text from the previous step, and then set the Font to
Arial and the Font Size to 14.
6. In the message body text, apply the Bold style to the text basic profiles or
biographies.
Try-it 2
In this try-it activity, you’ll create an email message that includes custom flags.
Resources
• None
Instructions
2. Set the Subject line to Profiles for the news article.
26

Hi Marcos,
Thank you for providing a quotation to the local writer. They would like some
information about the staff members who are working on these initiatives. Is
there someone here who can provide some basic profiles or biographies?
5. Mark the message High Importance.
6. Set a Follow Up flag for Next Week.

message
In addition to the many text formatting features that are available in Outlook, you
can also add links and images to your messages. You can incorporate this content
directly in the body of a message so that it’s easily accessible to recipients. In this topic,
you'll also learn how to save a draft of a message so that you don't lose your work.
Insert an image into the body of a message

You might be familiar with the idea of attaching an image to an email message, which
you'll explore in Lesson 3 of this module. However, Outlook also makes it possible to
insert pictures into the body of a message. These images appear as part of the message,
so recipients don’t need to open them individually to review their content. This helps
you add helpful context. For example, if you’re sending along two different design ideas,
you can insert an image of each with your comments about each proposal.
To insert a picture in a message, while editing your message in the Message window,
position the cursor where you want to insert the image. Select the Insert tab on the
ribbon, and then select Pictures in the Illustrations group. The following screenshot
depicts the Illustrations group with Pictures highlighted:
Figure 18: The Illustrations group with Pictures highlighted
27
This opens the Insert Picture dialog box. Browse to the location of the image that you
want to insert, select the file, and then select Insert.
Did you know?

To insert a picture by using the keyboard, select Alt+N to select the
Insert tab, and then select P to select Pictures.
For additional information on inserting a picture into the body of an
email message, go to: Attach files or insert pictures in Outlook email
messages
Add a hyperlink to a message

Outlook automatically creates a hyperlink when it detects the address to a webpage.
Simply input the address of the website and then select Enter, Space, or Tab to move
the cursor. Outlook will then convert the address into a link.
To add a hyperlink manually, select the text or image that you want to convert to a link.
Select the Insert tab on the ribbon, and then select Link in the Links group. The
following screenshot depicts the Links group with Link highlighted:
Figure 19: The Links group with Link highlighted
The Insert Hyperlink dialog box will appear. In the Link to section, select Existing File
or Web Page, select Address, enter the address that you want to link, and then select
OK. The following screenshot depicts the Insert Hyperlink dialog box with Address
highlighted:
28
Figure 20: The Insert Hyperlink dialog box with Address highlighted
Did you know?

The keyboard shortcut to insert a hyperlink is Ctrl+K.
You can also create a hyperlink from the context menu. Right-click or access the context
menu for the image that you want to link, and then select Link to open the Insert
Hyperlink dialog box. The following screenshot depicts the context menu with Link
highlighted:
29
Figure 21: The context menu with Link highlighted
For additional information on adding a hyperlink to a message, go to:
Create or edit a hyperlink
Save a message as a draft

As you compose an email message, Outlook saves your work every three minutes. A
saved copy of an unsent message is called a draft, and it’s saved in your Drafts folder.
To open it, select Drafts in the Folder Pane, and then double-click the message or
select the message and select Enter. This opens the draft in a Message window, where
you can finish and send the message when you're ready.
Did you know?

If you use Outlook for iOS or Outlook for Android, your unsent drafts
will sync between devices. This means that you can start a message
on your mobile device and finish it on your computer!
30
To save a draft manually, select Save in the Quick Access Toolbar or select the File tab,
and then select Save. The following screenshot depicts a part of the Message window
with the Save icon highlighted:
Figure 22: A part of the Message window with the Save icon highlighted
For additional information on saving a draft, go to: Save or delete
drafts of unsent messages
Activity: Each one, teach one

In this activity, you’ll review documentation. Then you'll share what you learned with
another student.
Resources required
• None
31
1. Read the article that the teacher assigned to you.
2. Share two or three things that you learned with the group.
Try-it: Add content to an email message

In this leveled try-it activity, you’ll work on adding pictures and hyperlinks to an
outgoing email message. You’ll choose between adding an image and a hyperlink with
the ribbon or by using keyboard shortcuts.
Try-it 1
In this try-it activity, you’ll add an image and a hyperlink to a new message by using
commands on the ribbon.
Resources
• Farmer_Danielle_Gousse_agricultural_technologist_illustration.png in the Media
folder.
Instructions
2. Set the Subject line to Our Agricultural Technologist.
Hi Marcos,
The reporter who is doing a story on the Farm’s no-till planting initiative
requested a photograph of Danielle to run with a short description of her
involvement in the process. Should we use this photograph from last year?
5. Use the ribbon to add
Farmer_Danielle_Gousse_agricultural_technologist_illustration.png to the body
of the message after the paragraph that you added in the previous step.
32
6. After the photograph, add the following text:

For the description of Danielle’s work, I’m going to direct them to the Farm’s
home page.
7. Using the ribbon, edit the last four words of the sentence (the Farm’s home page)
to be a hyperlink to http://www.munsonspicklesandpreservesfarm.com.
8. Copy the Our Agricultural Technologist message to
Try-it 2
In this try-it activity, you’ll add an image and a hyperlink to a new message by using
keyboard shortcuts.
Resources
folder.
Instructions
2. Set the Subject line to Our Agricultural Technologist.
Hi Marcos,
The reporter who is doing a story on the Farm’s no-till planting initiative
requested a photograph of Danielle to run with a short description of her
involvement in the process. Should we use this photograph from last year?
5. Use the ribbon to add
Farmer_Danielle_Gousse_agricultural_technologist_illustration.png to the body
of the message after the paragraph that you added in the previous step.
6. After the photograph, add the following text:
For the description of Danielle’s work, I’m going to direct them to the Farm’s
home page.
33
7. Using the ribbon, edit the last four words of the sentence (the Farm’s home page)
to be a hyperlink to http://www.munsonspicklesandpreservesfarm.com.
8. Copy the Our Agricultural Technologist message to
Wrap-up
1. Which of the following do you use to send a copy of a message to additional
recipients without other recipients knowing?
a. @mention
b. Bcc
c. Cc
d. Forward
e. To
2. Which tab on the ribbon includes extensive features for changing the font and
paragraph settings, in addition to applying a style?
a. Message
b. Insert
c. Options
d. Format Text
e. Review
3. An ________________________ gets a recipient's attention by highlighting their name in
the message body.
4. To confirm that a recipient opens a message, request a ________________________ prior
to sending the message.
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Lesson 2: Corresponding via

email
Overview
In this lesson, you'll learn how to print email messages, reply to a message, and forward
a message to a new recipient. The activities, discussions, and demonstrations in this
lesson will strengthen your learning and give you the opportunity to practice printing,
replying to, and forwarding messages.
Warm-up
1. Commands that are related to printing an Outlook message are primarily located in
the ________________________.
2. Which of the following should you use to send a message to someone who isn’t on
the message's To or Cc lines?
a. Reply
b. Reply All
c. Forward
d. New Email
3. Use ________________________ to send a response to all original recipients.
4. Use ________________________ to send a response only to the original sender.
35
Topic 1: Preview and print message

content
Email has revolutionized the way the modern workplace communicates. In the past,
correspondence often involved memos that people printed and distributed to each
person who needed to read it. Just think of all the paper a typical office would use!
Email has largely replaced the role of the memo, giving us an environmentally friendly
and efficient way to ensure that everyone has the information they need for their jobs.
However, there are still times when it’s helpful to print an email message. For example,
you might be meeting in a setting without computer access, or you might want an easy
way to make notes on the contents of a message. Even if you aren't printing a message
on paper, you can use the print feature in Outlook to create a PDF version of a message,
which people can open without using Outlook.
Did you know?

Many of the features that you use in email go back to the days of
printed memos. For example, when you wanted to give a copy to
someone who wasn’t directly receiving the memo, you'd make a
courtesy copy (cc).
To print a message in Outlook, select the message, select File to open the Backstage
view, and then select Print. Outlook will display a preview in the details pane of the
window that depicts exactly what will print. The following screenshot depicts the
Backstage view with Print selected:
36
Figure 23: The Backstage view with Print selected
Use the Printer drop-down list to select your printer or select Microsoft Print to PDF
to create a PDF file, and then select Print to send your message to the printer. If you
selected Microsoft Print to PDF, you’ll receive a prompt for a save location and file
name.
Before you print, you can choose which page or pages to print. Select File to open the
Backstage view, select Print, and then select Print Options. The following screenshot
depicts a part of the Backstage view with Print Options highlighted:
37
Figure 24: A part of the Backstage view with Print Options highlighted
This opens the Print dialog box. Select the Pages text box, and then enter the pages
that you want to print. You can specify multiple pages by using commas, or you can
specify a range of pages by using a hyphen. The following screenshot depicts the Print
dialog box with Pages highlighted, and the settings are configured to print only page 1
and page 5:
38
Figure 25: The Print dialog box with Pages highlighted
For more information on printing messages, go to: Print a page or part
of an email message

In this activity, your teacher or a fellow student will demonstrate how to preview and
print an email message in Outlook.
Resources required
• None
39
1. Observe the demonstration of print preview, print settings, and Microsoft Print to
PDF.
2. Ask the teacher clarifying questions. An example is: How can you print a range of
pages of a message?
Try-it: Preview and print message content

In this single-level try-it activity, you’ll review the content of a message in the print
preview. You’ll then print the message to a PDF.
Resources
• The message with the subject line Staff profiles.
Instructions
1. In the Inbox, select the message with the subject line Staff profiles.
2. Use the Backstage view to preview how the message will print.
3. Configure the settings to print pages 1 and 2.
4. Print the pages by using Microsoft Print to PDF.
5. Save the PDF in your student folder with the file name M2_L2_try_staff_profiles.pdf.
Topic 2: Reply to or forward an email

message
Email works well for distributing information for people to read, but its real power
is facilitating two-way communication. You might receive some email that you simply
read and either delete or save for later. In many cases, however, you'll want to respond
to a message or share it with others. You have several options to respond to a message
in Outlook.
40
Use Reply to send a message only to the sender. If you want to reply to the sender and
all the recipients of the message, use Reply All, which will include every recipient on the
To and Cc lines of the message. Finally, use Forward to send the message to someone
who isn’t on the To or Cc lines of the message.
You can find the Reply, Reply All, and Forward commands on the Home tab in the
Respond group. The following screenshot depicts the Respond group on the ribbon’s
Home tab:
Figure 26: The Respond group on the ribbon’s Home tab
After you select Reply, Reply All, or Forward, you’ll be able to compose your new
message. If the reply or forwarded message opens in the Reading Pane, select Pop Out
to open the new message in the Message window, which offers more features for
composing a message. The following screenshot depicts the Reading Pane with Pop
Out highlighted:
Figure 27: The Reading Pane with Pop Out highlighted
41
To add or remove recipients, select and edit the To text box and Cc text box. By default,
Outlook will add “RE:” to the front of the subject line for a reply and “FW:” to the
beginning of the subject line for a forwarded message. To change the subject line, select
and edit the Subject text box.
Outlook will add the original message in the lower part of the message body, leaving a
little space for you to add your own content. Outlook doesn’t include attachments when
you use Reply or Reply All, because it’s assumed that the recipients would have
received the attachments in the original message. If you select Forward, attachments
are included because you’ll be sending the message to people who didn’t receive the
original message. After finishing your reply or forward, select Send.
Did you know?

To access these commands with the keyboard, use these shortcuts:
• Ctrl+R to Reply.
• Ctrl+Shift+R to Reply All.
• Ctrl+F to Forward.
For more information on replying to or forwarding email, go to: Reply to
or forward an email message

In this activity, the group will discuss ways to respond to messages that have been sent
to multiple people.
Resources required
• None
Participate in the discussion that your teacher prompts.
42
Try-it: Reply to or forward an email message

In this leveled try-it activity, you’ll practice replying to an email message. You’ll
either reply by using the ribbon or by using a keyboard shortcut.
Try-it 1
In this try-it activity, you’ll respond to an email message by using the ribbon.
Resources
Instructions
2. Use the ribbon to access the Reply command.
3. In the message body, add the following text before the quoted message:
Hi Genevieve,
Thank you for sending these staff profiles. Does our webpage about the no-till
planting initiative mention the individuals involved in the project? I’d like to
refer the reporter to that page so they can gather additional information.
4. Copy the Staff profiles message to M2_module_PST_starter_Firstname_Lastname.
Try-it 2
In this try-it activity, you’ll forward an email message by using the keyboard shortcut.
Resources
Instructions
2. Use the keyboard shortcut to access the Forward command.
43
3. Set the To line to eugenia@munsonspicklesandpreservesfarm.com or to your

4. In the message body, add the following text before the quoted message:
Hi Eugenia,
Genevieve sent me these great staff profiles to share with the reporter who is
doing the feature on our no-till planting initiative. Is it okay to send these all to
the reporter, or should I remove profiles of staff who aren’t directly involved in
the initiative?
5. Copy the Staff profiles message to M2_module_PST_starter_Firstname_Lastname.
Wrap-up
1. Where can you find a preview before you print a message?
a. Print in the Backstage view
b. The Print dialog box
c. The View tab
2. Which of the following can you specify when printing a message?
a. A single page to print
b. Multiple pages to print
c. A range of pages to print
d. Print all pages
3. Select ________________________ to specify which pages you want to print.
4. If a reply or forwarded message opens in the Reading Pane, use
________________________ to open the message in the Message window.
44
Lesson 3: Working with

message attachments
Overview
In this lesson, you'll learn how to preview, open, and save attachments to email
messages that you receive. You'll also learn how to add and remove attachments with
messages that you send. The activities, discussions, and demonstrations in this lesson
will strengthen your learning and give you the opportunity to practice what you learn
about email attachments.
Warm-up
1. An ________________________ is a file that you send as part of a message.
2. Which of the following will not automatically include attachments from the original
message?
a. Forward
b. Reply
c. Reply All
3. Which feature can you use to review an email attachment without opening a
separate app?
a. Open
b. Preview
c. Save
d. Save As
45
Topic 1: Preview, open, and save

message attachments
Attachments have become a popular way to distribute a variety of files, such as
images, Office documents, and PDF documents. In the modern workplace, you're likely
to receive many email attachments, so knowing how to open, review, and save them is
critical. An email message that includes one or more attachments will have a paper clip
icon in the message list.
Outlook also makes it possible to save an email message itself. This is useful when you
must have a copy of a message that you have received or when you want to save a copy
of an email that you plan to send.
Preview an email attachment

When receiving a message with an attachment, you might want to review it without
saving the file or opening a different app. If you’re using the Reading Pane, select the
attachment to preview its contents. The following screenshot depicts a message in the
Reading Pane with the attachment highlighted:
Figure 28: A message in the Reading Pane with the attachment highlighted
46
To return to the message, select Back to message within the preview, or you can select
the Attachments tab, and then select Show Message in the Message group. The
following screenshot depicts the Reading Pane while previewing an attachment with
Back to message and Show Message highlighted:
Figure 29: The Reading Pane while previewing an attachment with Back to message
and Show Message highlighted
Note: This preview feature will only work if you have the same version of Word,
Microsoft PowerPoint, Microsoft Excel, and Outlook.
For more information on previewing message attachments, go to:
Preview attachments in Outlook

If you want to open an attachment in a different app, such as Word, double-click the
attachment or select the drop-down arrow next to the attachment to open the
attachment menu, and then select Open. The following screenshot depicts the
attachment menu with Open highlighted:
47
Figure 30: The attachment menu with Open highlighted
You can also save attachments so that you have copies of those attachments on your
computer, which you can then open to review or edit. Any changes that you make will
only affect your saved copy of the file and won’t affect the attachment itself.
Select the drop-down arrow next to the attachment to open the attachment menu. To
save only the current attachment, select Save As, and then choose a location in the
Save As dialog box. To save all attachments from the current message, select Save All
Attachments. The following screenshot depicts the attachment menu with Save As and
Save All Attachments highlighted:
48
Figure 31: The attachment menu with Save As and Save All Attachments highlighted
If you select the Save All Attachments option, the Save All Attachments dialog box
opens. By default, all attachments in a message are selected, but you can cancel the
selection for any files you don’t want to save. The following screenshot depicts the Save
All Attachments dialog box:
49
Figure 32: The Save All Attachments dialog box
Did you know?

You can also save an attachment by dragging the attachment from
the message to your desktop or another location in File Explorer.
For more information on opening message attachments, go to: Open
or save attachments
Save an email message as a file

As you compose an email, Outlook automatically saves a copy in your Drafts folder until
you send it. You can also save a message to a file, whether it’s a draft, a sent message,
or a message that you received.
50
To save a message, you must first select it in the Mail Pane. You can also double-click
the message or select it, and then select Enter to open it in the Message window. Select
File on the ribbon, and then select Save As in the Backstage view to open the Save As
dialog box. In the Folder Pane, navigate to the location where you want to save the file.
The file name will default to the subject line of the email, but you can change it by
selecting the File name box and editing the text. The following screenshot depicts the
Save As dialog box in Outlook:
Figure 33: The Save As dialog box in Outlook
Did you know?

You can save a message in a different format by changing the Save
as type in the Save As dialog box. If you save a message as an HTML
file, you can open it Word.
51
For more information on saving an email as a file, go to: Save a
message as a file

In this activity, you’ll explore the ways to handle attachments in an incoming email.
Resources required
You’ll need the following resource for this activity:
• Locate the message with the subject line Staff images.
1. In the Inbox, select the message with the subject line Staff images.
2. Try different ways to preview, open, and save the two message attachments.
3. As directed by the teacher, share the techniques that you used with the group.
Try-it: Preview, open, and save message

attachments
In this leveled try-it activity, you’ll practice different approaches to handling files
that are attached to incoming messages. You’ll preview an attachment in Outlook or
save an attachment to your computer for offline review.
Try-it 1
In this try-it activity, you’ll preview an attachment in Outlook.
Resources
• The message with the subject line No-till blueberries.
52
Instructions
1. In the Inbox, select the message with the subject line No-till blueberries.
2. Preview the contents of the PDF attachment.
3. Copy the No-till blueberries message to
Try-it 2
In this try-it, you’ll save a message attachment so that you can review it offline and
outside of Outlook.
Resources
• The message with the subject line No-till blueberries.
Instructions
1. In the Inbox, select the message with the subject line No-till blueberries.
2. Save the PDF attachment to your student folder.
3. Copy the No-till blueberries message to
Topic 2: Add and remove message

attachments
When you want to send a file by email, you can include it as an attachment. The
process is the same whether it’s a new message, a reply, or a forwarded message. Select
New Email to open a new message in the Message window. Select the Message tab,
and then select Attach File in the Include group. Outlook will display a list of recent
items and options to attach a file from the web or from a location on your device. Select
Browse This PC and choose the file that you want to attach. To attach multiple files,
simply repeat the steps for each additional file. The following screenshot depicts the
Attach File options:
53
Figure 34: The Attach File options
Before you send the message, you can also remove an attachment. Select the drop-
down arrow for the attachment that you want to remove. On the menu that appears,
select Remove Attachment. The following screenshot depicts the attachment menu
with Remove Attachment highlighted:
Figure 35: The attachment menu with Remove Attachment highlighted
54
Video
To review the video on adding and removing email attachments, go
to: Sending and receiving attachments
Activity: Guess and tell

In this activity, you’ll discuss limitations on message attachments.
Resources required
• None
1. As directed by the teacher, guess what kinds of files can and can’t be sent as email
attachments. How do you think those limitations are determined?
2. Share your guesses with the group.
Try-it: Add and remove message attachments

In this leveled try-it activity, you’ll practice working with attachments to a message
that you’re preparing to send. You’ll add an attachment to the message or remove an
attachment from it.
Try-it 1
In this try-it, you’ll add an attachment to an email message that already includes a
couple of attachments.
Resources
• The message with the subject line Information for the media.
folder.
55
Instructions
1. In the Drafts folder, select the message with the subject line Information for the
media.
2. Add the Farmer_Danielle_Gousse_agricultural_technologist_illustration.png file
as an attachment.
3. Copy the Information for the media message to
Try-it 2
In this try-it, you’ll remove an attachment from an email message that already includes a
couple of attachments.
Resources
• None
Instructions
1. In the Drafts folder, select the message with the subject line Information for the
media.
2. Remove the Staff_profiles.pdf attachment.
3. Copy the Information for the media message to
Detach the module .pst file

After you complete all try-its, you must detach your .pst file so your teacher can assess
your work. To do this:
1. In Outlook, on the Navigation Bar, select the ellipsis (Navigation Menu button),
and then select Folders.
2. Locate the folder called M2_module_PST_starter_Firstname_Lastname, and right-
click or access the context menu for the folder.
3. On the context menu, select Close
“M2_module_PST_starter_Firstname_Lastname”.
56
4. On your computer, open File Explorer, and then go to the path where the .pst file
resides.
5. Right-click or access the context menu for the file, and then select Rename.
6. Append your name to the end of the existing file name by using underscores instead
of spaces. For example, enter _Firstname_Lastname. The filename should now
resemble M2_module_PST_starter_Firstname_Lastname.
7. Copy the .pst file to the designated location for assessment.
Wrap-up
1. How can you preview an email attachment?
a. Select the attachment
b. Double-click the attachment, or select it and then select Enter
c. Use the View tab on the ribbon
2. Which of the following is true of an attachment that you receive in a message?
a. Changes that you make to the file will affect all recipients' copies of the file
b. Changes that you make to the file will affect the sender's copy of the file
c. Changes that you make to the file won’t affect any other copies
3. When previewing an attachment, which command returns you to the body text of
the message?
a. Exit
b. Back to message
c. Remove Attachment
d. Show Message
4. When previewing an attachment, use ________________________ to return to the
message body.
57
5. Use ________________________ to save a copy of a message to a file.

Glossary
@mention A tag in the text of an email message that helps get the attention of
an individual recipient.
Attachment A file included with an email message.
Blind courtesy A copy of an email message sent to a recipient not on the To or Cc

copy lines. Other recipients won’t receive the name or email address of any
blind copy recipient.
Draft An email message that hasn’t yet been sent. Outlook automatically
saves these in the Drafts folder.
Follow Up flag A visual indicator that you must remember a response or task related
to a message.
Forward A copy of a message sent to an individual who didn’t originally

receive it.
read receipt A feature used to confirm that a sent message has been opened by a
recipient.
Reply A response sent only to the sender of a message.
Reply All A response sent to all recipients on a message's To and Cc lines.
58
Cornerstone
Overview
In this Cornerstone, you’ll manage communications that are related to the Farm’s no-till
planting initiative and use of cover crops to prevent soil erosion. You’ll create, respond
to, and forward email messages. You’ll also manage attachments for both incoming and
outgoing messages, and you’ll format the content of messages that you’re composing.
Objectives
Cornerstone project objective MOS exam objectives
Compose emails, add content, and format • 2.1.2: Designate recipients by using
the content in emails. courtesy copy (CC) and blind courtesy
copy (BCC)
• 2.1.3: Use @mention to get someone’s
attention
• 2.1.5: Flag outgoing messages for
follow-up
• 2.1.6: Set the importance and
sensitivity of outgoing messages
• 2.2.1: Insert hyperlinks
• 2.2.2: Insert images
Reply to and forward email messages. • 1.4.2: Save message attachments
• 2.1.4: Forward and reply to messages
Add attachments to outgoing messages • 1.4.4: Save messages in alternative
and manage attachments to incoming formats
messages. • 2.1.1: Add or remove message
attachments
Table 3: Cornerstone objectives
Duration
50 minutes
59
Attach the Cornerstone .pst file

To complete this Cornerstone, you must attach this .pst file into Outlook before you can
perform any tasks. You’ll also store the results of your tasks in this .pst file so that your
teacher can assess your working by examining that file.
1. Open Outlook.
5. Open the file named M2_cornerstone_PST_starter. Note that a folder
M2_cornerstone_PST_starter is now available in the navigation pane. This folder
contains any required starter elements for the Cornerstone, such as emails, calendar
6. Right-click or access the context menu for the M2_cornerstone_PST_starter folder,
and then select Properties.
7. In the M2_cornerstone_PST_starter Properties dialog box, select Advanced.
M2_cornerstone_PST_starter_Firstname_Lastname.
9. Select OK twice.
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Copy content into the Cornerstone .pst

file
As you proceed through this Cornerstone’s tasks, you should copy the resulting
elements, such as emails, calendar appointments, tasks, and contacts, to the
M2_cornerstone_PST_starter_Firstname_Lastname folder by using the following
instructions:
3. In the details pane, right-click or access the context menu for each item, and then,
4. Select the M2_cornerstone_PST_starter_Firstname_Lastname folder.
Instructions
1. Complete the following tasks for each file.
2. When you finish the Cornerstone, assess your completion, and then enter the points
you think you earned within the following task lists. You can get your teacher’s help
if necessary.
Tasks
In addition to M2_cornerstone_PST_starter.pst, you’ll also need
Munsons_logo_banner_large_illustration.png from the Media folder under Student
Materials.
The following sections describe the tasks you’ll need to do for this Cornerstone.
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File 1: M2_cornerstone_PST_starter.pst
Task: Compose email, add content, and format the content in
emails (6 points)
1. Create a new email message to marcos@munsonspicklesandpreserves.com with
the subject line set to When do we plant the cover crops? Use the Cc line to
include danielle@munsonspicklesandpreserves.com and
eugenia@munsonspicklesandpreserves.com. The body of the message should
read:
Hi Marcos,
I’m putting together some information to share with the community about our
use of cover crops to prevent erosion on the hillier parts of the farm. When will
we plant our cover crops this year?
(1 point) (Exam objective 2.1.2)
2. Add a flag to this new message reminding you to follow up next week. (1 point)
3. Set this new message to Low Importance, and then save a draft. (1 point) (Exam
objective 2.1.6)
4. Find the draft message with the subject Cover crops overview. Style the following
three lines of text as Heading 1: Field 1, Field 4, and Field 7. Add an @mention for
eugenia@munsonspicklesandpreservesfarm.com before the line that reads For
your review. (1 point) (Exam objective 2.1.3)
5. Insert the Munsons_logo_banner_large_illustration.png picture from the Media
folder in the message body after the line of text that reads Learn more about the
Farm. (1 point) (Exam objective 2.2.2)
6. Make the text in the message body that reads Learn more about the Farm into a
hyperlink to http://www.munsonspicklesandpreservesfarm.com. Save a draft of
this message. (1 point) (Exam objective 2.2.1)
Points scored: ________ /6
62
Task: Reply to and forward email messages (3 points)

1. In the Inbox folder, find the message with the subject line Personnel working on
the cover crops. Save the Pick_your_own.pdf attachment to your student folder. (1
point) (Exam objective 1.4.2)
2. Forward the Personnel working on the cover crops message with
eugenia@munsonspicklesandpreservesfarm.com as the recipient. Add the
following text to the message body: Here is the profile that we want to use. Can
you please add a sentence or two about your interest in cover crops? (1 point)
3. In the Inbox folder, find the message with the subject Cover crops planting
timeline Reply to all recipients, and then add the following to the beginning of the
message body: I’ve requested this information and will let everyone know when
I receive it. (1 point) (Exam objective 2.1.4)
Task: Add attachments to outgoing messages and manage

attachments to incoming messages (3 points)
1. Create a new message to ivan@munsonspicklesandpreserves.com with the subject
line Proofreading request. Attach profile.docx from the previous task, and then
add the following text to the message body: Can you please proofread this before
we send it out? (1 point) (Exam objective 2.1.1)
2. In the Drafts folder, find the message with the subject line Files for review. Remove
the attachment named profile.docx. (1 point) (Exam objective 2.1.1)
3. Add eugenia@munsonspicklesandpreservesfarm.com to the To line.
4. Save the message as a file named M2_cornerstone_draft.msg. (1 point) (Exam
objective 1.4.4)
TOTAL POINTS: ________ / 12
63
Detach the Cornerstone .pst file

After you complete all tasks, you must detach your .pst file so that your teacher can
assess your work. To do this:
2. Locate the folder called M2_cornerstone_PST_starter_Firstname_Lastname, and
right-click or access the context menu for the folder.
“M2_cornerstone_PST_starter_Firstname_Lastname”.
4. On your computer, open File Explorer, and go to the path where the .pst file resides.
resemble M2_cornerstone_PST_starter_Firstname_Lastname.
64
Student Guide
40569A
Module 3: Organizing email
Organizing email
Contents
Contents ..............................................................2 Try-it: Use the Focused Inbox .........25
Scenario ..........................................................6 Wrap-up .......................................................26
Cornerstone ...................................................6 Lesson 2: Managing conversations ........28
Lesson 1: Viewing email ................................7 Overview ......................................................28
Overview .........................................................7 Warm-up ......................................................28
Warm-up ........................................................7 Topic 1: Use Conversation view ..........29
Attach the module .pst file ......................8 Activity: Show and tell ........................31
Topic 1: Sort and arrange email ............9 Try-it: Use Conversation view .........31
Select an Arrange By field ...................9 Topic 2: Clean up conversations .........31
Select a sort order ............................... 12 Activity: Pose a challenge .................33
Activity: Discuss and learn ............... 14 Try-it: Clean up conversations ........33
Try-it: Sort and arrange email ........ 15 Topic 3: Ignore a conversation ............34
Try-it 1...................................................... 15 Activity: Tell a story .............................35
Try-it 2...................................................... 15 Try-it: Ignore a conversation ...........36
Try-it 3...................................................... 16 Wrap-up .......................................................36
Instructions ............................................ 16 Lesson 3: Tagging messages for action
Topic 2: Filter email ................................. 16 ..............................................................................38
Mark a message as read or unread Overview ......................................................38

.................................................................... 18 Warm-up ......................................................38
Activity: Show and tell ....................... 19 Topic 1: Flag messages for follow-up
Try-it: Filter email ................................. 20 .........................................................................39
Topic 3: Use the Focused Inbox ......... 20 Flag a message using the ribbon ..39
Turn Focused Inbox on or off ......... 21 Flag a message with the context
menu .........................................................40
and Other................................................ 23 Flag a message with the Flag as a
to-do item option ................................41
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Mark a flagged message as Try-it: Use Advanced Find ................68

complete ................................................. 43 Topic 3: Create and use Search Folders
Activity: Show and tell ....................... 44 .........................................................................69
Try-it: Flag messages for follow-up Create a Search Folder .......................69
.................................................................... 45 View messages in a Search Folder 73
Try-it 1...................................................... 45 Activity: Pose a challenge .................74
Try-it 2...................................................... 45 Try-it: Create and use Search
Try-it 3...................................................... 46 Folders ......................................................74
Topic 2: Categorize messages............. 46 Wrap-up .......................................................75
Tag a message with a color Lesson 5: Organizing messages with
category .................................................. 47 folders ................................................................76
Rename a color category ................. 48 Overview ......................................................76
Create a color category..................... 49 Warm-up ......................................................76
Activity: Show me how ...................... 51 Topic 1: Create folders............................77
Try-it: Categorize messages ............ 51 Activity: Show me how.......................80
Try-it 1...................................................... 51 Try-it: Create folders ...........................80
Try-it 2...................................................... 52 Try-it 1 ......................................................80
Try-it 3...................................................... 52 Try-it 2 ......................................................81
Wrap-up ....................................................... 53 Topic 2: Move messages between
Lesson 4: Searching and finding folders ...........................................................81
messages .......................................................... 55 Activity: Show me how.......................84
Overview ...................................................... 55 Try-it: Move messages between
Warm-up ..................................................... 55 folders .......................................................84
Topic 1: Search and Find items........... 56 Try-it 1 ......................................................84
messages ..........................................................87
Try-it 1...................................................... 61
Overview ......................................................87
Try-it 2...................................................... 62
Warm-up ......................................................87
Try-it 3...................................................... 62
Topic 1: Delete messages ......................88
Topic 2: Use Advanced Find................. 63
Delete a message.................................88
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Activity: Discuss and learn ............... 90 Glossary .............................................................99

Try-it: Delete messages ..................... 90 Cornerstone .................................................. 100
Topic 2: Empty deleted items .............. 91 Overview ................................................... 100
Activity: Discuss and learn ............... 93 Objectives ................................................. 100
Try-it: Empty deleted messages .... 93 Duration .................................................... 101
Topic 3: Recover deleted items .......... 94 Attach the Cornerstone .pst file ....... 101
Activity: Discuss and learn ............... 96 Instructions............................................... 101
Try-it: Recover deleted items .......... 97 Tasks ........................................................... 102
Detach the module .pst file .................. 97 File 1:
Wrap-up ....................................................... 98 M3_cornerstone_PST_starter.pst . 102
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Organizing email
Module overview
Description
Email is a vitally important communication tool in the modern workplace. With its
prevalence in almost every aspect of your life, you might sometimes feel overwhelmed
by all the email you receive. In this module, you’ll learn how to use Microsoft Outlook
2019 to manage the messages in your Inbox. You’ll learn about Instant Search, filters,
and Search Folders to quickly find the messages you need. You’ll also practice using
folders, follow-up flags, and color categories to set up an organization system. And
you’ll learn how to delete and recover messages.
Lesson Learning objective Exam objective(s)
Viewing email Observe mail messages with different views. • 2.3.1

• 2.3.7
Managing Manage email conversations. • 2.3.6

conversations • 2.3.7
Tagging Categorize and follow up on messages. • 2.3.4

messages for • 2.3.5
action
Searching and Search for content with specific criteria and • 1.3.1
finding locations. • 1.3.2
messages • 1.3.3
Organizing Organize messages by using folders. • 2.3.2

messages with • 2.3.3
folders
Deleting and Remove and retrieve messages from None

recovering mailbox folders.
messages
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Cornerstone: Manage, tag, find, move, and organize email • 1.3.1

Managing messages. • 1.3.2
festival • 2.3.1
communications
• 2.3.2
• 2.3.3
• 2.3.4
• 2.3.5
• 2.3.6
• 2.3.7
Scenario
A highlight of the summer at Munson’s Pickles and Preserves Farm is the Blueberries
and Balloons Festival. The festival has been an annual attraction for many years.
Thousands of people attend the festival and enjoy the fun family activities and good
food.
As the Media and Communications intern, it’s now your job to manage the festival
communications. It’s a big job! Your mailbox is filling up quickly and you don’t want to
miss urgent messages. It’s time to get organized.
Cornerstone
This module concludes with a cornerstone, in which you'll manage communications for
the Blueberries and Balloons Festival. In the cornerstone you will search, sort, filter, and
delete messages. You will work with conversations and follow-up flags, in addition to
folders and Search Folders.
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Organizing email
Lesson 1: Viewing email

Overview
In this lesson, you’ll learn how to customize how you observe messages by using sorts
and filters. You'll change the way email is sorted in a folder, apply filters, and use the
Focused Inbox to keep your most important messages separate. The activities,
discussions, and demonstrations in this lesson will strengthen your learning and give
you the opportunity to practice what you learn about observing email.
Warm-up
1. Which of the following features separates your Inbox into two separate tabs?
a. Arrange By
b. Filter
c. Focused Inbox
d. Sort
2. Which command switches between ascending sort order and descending sort order?
a. Invert Sort
b. Change Sort
c. Reverse Sort
d. Unread/Read
e. Filter
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Organizing email
3. What are the options for filtering a folder in Outlook?

a. All Mail
b. Read Mail
c. Unread Mail
d. Mentioned Mail
e. Flagged Mail
4. To sort alphabetically by the sender's name, arrange by the ________________________
field.
5. On the ________________________ tab of the ribbon, you can find the commands for
altering the way the message list is arranged and sorted.
6. After you open a message, Outlook marks it as ________________________.

elements such as email, calendar appointments, tasks, and contacts. These elements are
1. Open Outlook.
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Organizing email

contains any required starter elements for the module, such as email, calendar
then select Data File Properties.
_ Firstname_Lastname. The folder name should now resemble
M3_module_PST_starter_ Firstname_Lastname.
9. Select OK twice.
Topic 1: Sort and arrange email

Email is a key part of the modern workplace, and it's important to know how to
sort your messages in the order that's most helpful to you. If you want to read all the
messages you received from one person, you could sort with From. If you need to find a
message you received last week but you can't remember who sent it, you could sort
with By Date.
Select an Arrange By field

To change the sort order of the current mailbox, select Sort, Arrange, or Filter drop-
down menu in the mail pane, and then in the Arrange by section, select the sort field
you want. The following screenshot depicts the mail pane with the Sort, Arrange, or
Filter drop-down menu highlighted.
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Organizing email
Figure 1: The mail pane with the Sort, Arrange, or Filter drop-down menu highlighted
You can also arrange the messages by using commands on the ribbon. Select the View
tab, and then in the Arrangement group, select the More command, which is depicted
as a down-arrow, to expand the Arrangement gallery. (For some users, the gallery
might already display.) From here, you can select the option you want to sort by, as the
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Organizing email
Figure 2: The Arrangement gallery after selecting More to expand the options
Finally, you can select an arrangement from the column headers in the mail pane. Right-
click or access the context menu for the list heading, select Arrange By, and then select
the field you want to use for arranging the messages. The following screenshot depicts
the list heading context menu with Arrange By selected to activate the list of options.
Figure 3: The list heading context menu with Arrange By selected to activate the list of
options
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Organizing email
Did you know?

You can also set the Arrange By order by selecting the name of the
field in the list headings of the mail pane.
Select a sort order

In addition to selecting the field you use to sort your messages, you can also choose to
display the messages in ascending or descending order. For example, you can sort
names from A to Z or from Z to A.
To toggle between ascending and descending order, select the Sort Messages
command. You can also change the sort order by selecting Sort, Arrange, or Filter to
open the drop-down menu of options, and then select the order you want in Sort. The
Sort section will always include two options, but the text will change depending on the
Arrange by option you have selected. For example, if you have selected Date, the
choices will be Oldest on Top and Newest on Top, but if you select From, the options
will be A to Z and Z to A. The following screenshot depicts the Sort, Arrange, or Filter
drop-down menu, with the Sort options highlighted.
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Organizing email
Figure 4: The Sort, Arrange, or Filter drop-down menu, with the Sort options highlighted
To change the sort order by using the ribbon, select the View tab, and then in the
Arrangement group, select Reverse Sort. The following screenshot depicts the
Arrangement group with Reverse Sort highlighted.
Figure 5: The Arrangement group with Reverse Sort
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Organizing email
To reverse the sort order by using the list heading in the mail pane, right-click or access
the context menu for the list field heading in the mail pane. On the context menu, select
Reverse Sort, as the following screenshot depicts.
Figure 6: The list field heading context menu with Reverse Sort highlighted
Did you know?

You can choose different Arrange by and Sort selections for each
folder in your mailbox, and Outlook will remember your choices for
each different folder.

In this activity, the group will discuss different ways to arrange and sort email messages.
Resources required
You will need the following resources for this activity:
• None
1. Participate in the discussion led by the teacher.
2. Sort the messages in the Inbox folder as directed by the teacher.
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Organizing email
Try-it: Sort and arrange email

In this leveled try-it activity, you’ll practice applying a new sort order to an email
folder.
Try-it 1
In this try-it, you’ll use the drop-down menu from the Sort, Arrange, or Filter and Sort
Messages commands to configure the arrangement of mail messages.
Resources
You will need the following resource for this try-it:
• Messages in the L1_Inbox folder
Instructions
The following steps are the general tasks that you need to perform during this try-it:
1. Select the L1_Inbox folder.
2. Use the Sort, Arrange, or Filter command to identify the current Arrange By
settings.
3. Change the settings to arrange the folder using the From field.
4. Use the Sort Messages command to reverse the sort so that names are ordered
from Z to A.
Try-it 2
In this try-it, you’ll use the context menu from the list headings in the mail pane to
configure the arrangement of mail messages.
Resources
Instructions
2. Use the context menu from the list headings in the mail pane to identify the current
Arrange By settings.
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Organizing email
3. Change the settings to arrange the folder using the From field.
4. Use the same context-menu to select Reverse Sort to reverse the sort so that names
are ordered from Z to A.
Try-it 3
In this try-it, you’ll use commands on the View tab of the ribbon to configure the
arrangement of mail messages.
Resources
Instructions
2. Select Attachment (paperclip icon) in the list headings of the mail pane. Observe
that this arranges the mailbox so that messages are arranged by file attachment size,
with larger files listed first.
3. Navigate to the View tab, and select the More command to expand the
Arrangement gallery. Notice that Size is selected.
4. Select From in the Arrangement gallery, and then reverse the sort order.
Topic 2: Filter email

Arranging your messages to suit your preferences can help organize your Inbox and
other folders, but you might still find that you have a lot of messages to go through.
With Outlook, you can quickly narrow down the list to help you find the messages that
matter to you right now.
Outlook provide easy ways to filter the mail pane to display only the messages you
haven't read, messages in which you are mentioned, or all messages in a folder.
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Organizing email
To apply a filter to a folder, in the mail pane select the Sort, Arrange, or Filter drop-
down menu, and then select the Filter option you want. Selecting the All Mail option
will remove the filter and display every message in the folder. Unread Mail will display
only those messages in the folder that are marked as unread, and Mentioned Mail will
display only the messages in the folder in which you are tagged with an @mention. The
following screenshot depicts the mail pane with the Sort, Arrange, or Filter drop-down
menu and the Filter options highlighted.
Figure 7: The mail pane with the Sort, Arrange, or Filter drop-down menu activated and
the Filter options highlighted
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Organizing email
For more information on filtering messages, go to: View only unread
messages
Mark a message as read or unread

Outlook marks each new email message you receive as Unread. After you open and
read a message in the Reading Pane or open it in the Message window, Outlook marks
the message as Read. The mail pane lists unread messages in bold and as you've
learned, you can filter the email to only display those messages.
Denoting messages as Unread or Read is often good enough, but sometimes you
might want to change the status of a message yourself. For example, if you quickly
review message but know you need to read it more carefully later, you might want to
mark it again as Unread. And if you know the contents of an email before you read it
but don't want to delete the message, you might want to mark it as Read.
To mark a message as Unread or Read, select the Home tab, and then in the Tags
group, select Unread/Read. This will switch the status of the email between Unread and
Read. The following screenshot depicts the Tags group with the Unread/Read option
highlighted.
Figure 8: The Tags group with Unread/Read highlighted
Did you know?

You can also mark a message as read or unread by using keyboard
shortcuts. Select a message, and then select Ctrl+U to mark it as
Unread. Select Ctrl+Q to mark it as Read.
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Organizing email
To mark a message as read or unread using a context menu, right-click or access the
context menu for the message, and then select Mark as Read or Mark as Unread. The
following screenshot depicts an email message’s context menu with Mark as Unread
highlighted.
Figure 9: Email message context menu with Mark as Unread highlighted
For more information on marking messages as read or unread, go to:
Mark a message as read or unread

In this activity, your teacher or a fellow student will demonstrate how to apply a filter to
a folder.
Resources required
• None
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Organizing email
Participate in the activity by following along with the teacher’s demonstration. Ask any
clarifying questions you might have.
Try-it: Filter email

In this standalone try-it activity, you'll apply a filter to a folder and mark a
message as read or unread.
Resources
Instructions
2. Filter the folder to display only Mentioned Mail.
3. Mark the only message displayed as Read.
4. Filter the folder to display only Unread messages.
Topic 3: Use the Focused Inbox

Even with filters and sorting, sometimes you might just get too many emails! In the
modern workplace, inboxes fill up quickly and you might not be able to keep up. This is
especially true if you spend time away from your computer like many of the staff at
Munson's Pickles and Preserves Farm, who spend their days out in the fields. With so
much incoming email, it's difficult to know what you need to focus on.
The Focused Inbox feature separates the messages in your Inbox into two groups:
Focused, and Other. Important and time-sensitive messages get placed on the Focused
tab, while the rest of your messages go to the Other tab where they are out of the way
but still easy to find. Focused Inbox uses an algorithm to intelligently determine which
messages go to Focused. Each time you move a message from one tab to the other,
Outlook gets better at sorting new messages the way you want.
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Turn Focused Inbox on or off

To enable or disable Focused Inbox, select the Inbox folder, and then select the View
tab. In the Focused Inbox group, you can use the Show Focused Inbox command to
toggle Focused Inbox on or off. The following screenshot depicts the Focused Inbox
group with Show Focused Inbox selected.
Figure 10: The Focused Inbox group with Show Focused Inbox selected
You can also toggle Focused Inbox from the mail pane. To do so, select the Sort,
Arrange, or Filter drop-down menu, and then select Show Focused Inbox. The
following screenshot depicts the Sort, Arrange, or Filter drop-down menu with Show
Focused Inbox highlighted.
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Organizing email
Figure 11: The Sort, Arrange, or Filter drop-down menu with Show Focused Inbox
highlighted
After you turn it on, Focused Inbox will add the Focused tab and the Other tab to the
mail pane. The following screenshot depicts the mail pane with the Focused and Other
tabs highlighted.
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Organizing email
Figure 12: The mail pane with the Focused and Other tabs highlighted
Move a message between Focused and Other

To move a message from Focused to Other, right-click or access the context menu for a
message in Focused, and then select Move to Other. If you want all future messages
from the sender to go to Other, select Always Move to Other. The following
screenshot depicts the message context menu with Move to Other and Always Move
to Other highlighted.
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Organizing email
Figure 13: The message context menu with Move to Other and Always Move to Other
highlighted
If you’re moving a message from Other to Focused, the context menu will include
Move to Focused and Always Move to Focused.
Video
To review the video on Focused Inbox, go to: Focused Inbox for
Outlook

In this activity, the teacher will engage the class in a discussion related to Focused
Inbox.
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Organizing email
Resources required
• None
Participate in the group discussion. Then, observe the teacher’s demonstration or video
and Ask any clarifying questions you might have.
Try-it: Use the Focused Inbox

In this leveled try-it activity, you’ll either use, or explain how to use Focused Inbox.
Try-it 1
In this try-it activity, you’ll describe the function and use of Focused Inbox.
Note: Complete this try-it if you do not have access to an email account with Focused
Inbox. If you have this feature, you should complete Try-it 2.
Resources
• None
Instructions
As directed by the teacher, answer the following questions in a Microsoft Word
document or on a sheet of paper:
1. In two to four sentences, explain how Focused Inbox changes the Inbox.
2. Explain how to move a message from Focused to Other.
Try-it 2
In this try-it activity, you’ll practice enabling and disabling Focused Inbox and explore
how it changes Inbox.
Note: If the email account you use with Outlook doesn’t support Focused Inbox, you
should complete Try-it 1.
Resources
• An email account that supports Focused Inbox
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Instructions
1. On the View tab of the ribbon, in the Focused Inbox group, select Show Focused
Inbox to enable Focused Inbox.
2. Select Other and observe the messages in the Other inbox. Then, select Focused
and observe which messages display there.
3. As time allows, move messages from Focused to Other. You can also move
messages from Other to Focused.
Wrap-up
1. Which of the following is not an option for the Arrange By setting?
a. Date
b. From
c. Junk
d. Subject
2. Which folders can use the Focused Inbox feature?
a. Any Outlook mail folder
b. Drafts
c. Inbox
d. Sent
3. Which of the following actions can you use to mark an email as read or unread?
a. A keyboard shortcut
b. A command on the Home tab
c. A command on the View tab
d. The context menu for a message
e. The Follow Up Flag command
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4. To apply an Arrange By setting from the ribbon, select an option from the
________________________ gallery.
5. The Focused Inbox separates all Inbox messages into the Focused tab and the
________________________ tab.
6. To review only those messages in which you’re tagged with an @mention, use the
________________________ filter.
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Lesson 2: Managing
conversations
Overview
In this lesson, you’ll learn about Outlook features for managing email conversations,
including Conversation Clean Up and Ignore Conversation. The activities, discussions,
and demonstrations in this lesson will strengthen your learning and give you the
opportunity to practice what you learn about managing conversations.
Warm-up
1. What is a group of messages that share the same subject line?
a. Conversation
b. Thread
c. Spam
d. Group
2. Which command is used to group conversations in the mail pane?
a. Filter
b. Sort
c. Show as Conversation
d. Clean Up Conversation
e. Clean Up Folder
3. The Conversation Clean Up command will ________________________ duplicate
messages in a conversation.
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Organizing email
4. The ________________________ tab on the ribbon contains the Show as Conversation

command.
Topic 1: Use Conversation view

Email is a useful way to send information to one or more individuals, but its real
power is in enabling discussion involving multiple people that goes back and forth. For
example, you can send an email out to your classmates asking for help with a concept
from your science class that you don't understand. You could get responses from
several other students, some offering suggestions and others saying that they need help
as well. However, as these students respond to one another, they are generating many
messages, and those messages can clutter up your Inbox.
Outlook considers all these messages part of a single conversation, and by default it
groups them together in the mail pane to help you stay organized and to keep them
separated from other, unrelated messages.
A Conversation includes all messages that have the same Subject. If someone changes
the subject when they respond, their message will not be grouped with the rest of the
messages in the Conversation.
To turn the Conversation feature on or off, select the View tab of the ribbon, and then
in the Messages group, select the Show as Conversations check box. The following
screenshot depicts the Messages group with the Show as Conversations check box
selected.
Figure 14: The Messages group with Show as Conversations check box selected
When you select the Show as Conversations check box, Outlook will activate a dialog
box asking if you wish to apply the change to all mailboxes, or just the current mailbox.
The following screenshot depicts the dialog box for selecting This folder or All
mailboxes.
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Figure 15: The dialog box for selecting This folder or All mailboxes
When you have received messages with the same Subject, Outlook will automatically
create a Conversation for the messages and group them together. This grouping is
indicated with an expand/collapse (triangle) icon. Select this icon to expand or collapse
the conversation. The following screenshot depicts the mail pane with the
expand/collapse icon called out for the Blueberries and Balloons Conversation.
Figure 16: The mail pane with the expand/collapse icon called out for the Blueberries
and Balloons conversation
For more information on arranging email messages by conversation,
go to: View email messages by conversation
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In this activity, your teacher or a fellow student will demonstrate Conversations in
Outlook.
Resources required
• None
Participate in the activity by following along with the teacher’s demonstration. Ask any
Try-it: Use Conversation view

In this standalone try-it, you’ll practice using conversations to organize messages
within an email folder.
Resources
Instructions
2. Turn on Conversations and apply the setting to This folder.
3. Observe the change in the Inbox. Practice collapsing and expanding conversations
to examine how this changes the Conversations display.
Topic 2: Clean up conversations

As more people reply to messages in a Conversation, messages will start adding up in
your Inbox. In most cases, each reply will include complete copies of the previous
messages in the Conversation. For example, Marcos sends out a message to all of the
employees on the farm. Genevieve replies, and then Fen replies to Genevieve's message.
Fen's message will include both Genevieve's response and Marcos' original message.
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The Conversation Clean Up feature will check the Conversation for these kinds of
duplications and will delete all the messages that are included in the replies. This makes
your Inbox a lot easier to manage! To clean up your conversations, select the Home tab
on the ribbon, and then in the Delete group, select Clean Up to activate a drop-down
menu of the following Clean Up options:
• Clean Up Conversation removes duplicate messages in the current Conversation.
• Clean Up Folder removes duplicate messages in all conversations in the folder.
• Clean up Folder & Subfolders removes duplicate messages in all conversations in
the current folder and any folders it contains.
The follow screenshot depicts the Clean Up options.
Figure 17: Clean Up drop-down menu options
A dialog box displays the option you have chosen. If you select Clean Up Conversation,
the Clean Up Conversation dialog box appears from which you would select Clean Up,
as in the following screenshot.
Figure 18: The Clean Up Conversation dialog box
For more information on Conversation Clean Up, go to: Use
Conversation Clean Up to delete redundant messages
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Organizing email

In this activity, you’ll discuss the problems of having an overwhelming number of
messages in your inbox.
Resources required
• None
1. Follow the scenario described by the teacher.
2. Work with your classmates to find a solution to the problem.
3. Be prepared to demonstrate your solution to the rest of the class.
Try-it: Clean up conversations

In this standalone try-it activity, you’ll use Clean Up Conversation to remove
duplicate messages.
Resources
• Staff profiles message in the L2_Inbox folder
Instructions
2. Select the expand/collapse icon for the first Conversation in the folder, which has
the subject Staff profiles.
3. Observe the messages in the Conversation, noting the repetition.
4. Use Clean Up Conversation to remove duplicates from only this conversation.
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Topic 3: Ignore a conversation

If you find that you’re receiving unwanted messages, you can also go further than
Clean Up Conversation. Although email is a valuable workplace productivity tool, it’s
also sometimes misused. You might have classmates or colleagues who engage in email
discussions that aren’t relevant to you or your job, and you don't want those discussions
to clutter your inbox. Or perhaps you’re still receiving messages for a project or topic
that you’re no longer involved in.
You can keep an entire conversation out of the inbox with Ignore Conversation, which
deletes all current messages in the conversation and automatically deletes future
messages in the conversation.
To ignore a conversation, select the conversation, or a message in the conversation.
Select the Home tab on the ribbon, and then in the Delete group, select Ignore. The
following screenshot depicts the Delete group with Ignore highlighted.
Figure 19: The Delete group with Ignore highlighted
Did you know?

To ignore a conversation using a keyboard shortcut, you can select
the Conversation or a message within it, and then select
Ctrl+Shift+D.
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The Ignore command or keyboard shortcut will open the Ignore Conversation dialog
box, which the following screenshot depicts. Select Ignore Conversation.
Figure 20: The Ignore Conversation dialog box
For more information on ignoring conversations, go to: Ignore all
email messages in a conversation
Video
To review the video on ignoring conversations, go to: Ignore
conversations

In this activity, you’ll follow along as the teacher discusses a real-world problem and
demonstrates how Ignore Conversation can address it.
Resources required
• None
Participate in the activity by following along as the teacher describes the problem and
demonstrates a solution. Ask any clarifying questions you have along the way.
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Organizing email
Try-it: Ignore a conversation

In this standalone try-it activity, you’ll use Ignore Conversation to clean up a
conversation in an email folder.
Resources
• Movie next weekend message in the L2_Inbox folder
Instructions
2. Select the Conversation with the subject Movie next weekend.
3. Use the Ignore Conversation command to delete the Conversation and
automatically delete all future messages about the Conversation.
Wrap-up
1. Which command deletes duplicate messages within a conversation?
a. Delete
b. Filter
c. Clean Up Conversation
d. Ignore Conversation
2. Which command deletes all current and future messages in a conversation?
a. Delete
b. Filter
c. Clean Up Conversation
d. Ignore Conversation
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3. Outlook creates a conversation when you receive multiple messages with the same
________________________.
4. To remove duplicate messages from all conversations in a folder, use the
________________________ command.
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Organizing email
Lesson 3: Tagging messages for

action
Overview
In this lesson, you'll learn to use flags and categories to organize your messages, and to
remind you of messages that require follow-up responses. The activities, discussions,
opportunity to practice what you learn about flags and categories.
Warm-up
1. Which tab on the ribbon includes the commands for flags and categories?
a. Home
b. Send / Receive
c. Folder
d. View
2. Which of the following items are default options for the due date of a Follow Up
Flag?
a. Today
b. Next Monday
c. Next Week
d. Next Month
3. You can use the ________________________ feature to assign color-coded tags to
messages.
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4. The first time you use a category, Outlook will ask you to ________________________ it.
Topic 1: Flag messages for follow-up

You might often receive email messages that require a response, but you can't
respond immediately. For example, a message might ask you a question that requires
some research, or you might get the message right before you leave at the end of the
day. Although you could mark that kind of message Unread to remind yourself to come
back to it later, that means that you can no longer tell if a message is really unread or if
you have read it but not responded. A Follow Up Flag will tag the message with an
indication that it needs more attention, and you can integrate this feature with other
Outlook features to remind you to respond.
Messages in the mail pane includes a Flag column that indicates whether a message is
flagged. The following screenshot depicts the mail pane with one flagged message and
one unflagged message.
Figure 21: The mail pane with one flagged message and one unflagged message
When you flag a message, you can choose to associate the flag with a due date of
Today, Tomorrow, This Week, or Next Week. If you want a different date, you can
select Custom, and then manually set a date. Finally, you can select No Date if you
don’t want to specify a deadline. If you do select a due date, Outlook will add a
reminder for the selected date. Flagged messages appear in several other locations in
Outlook, including the To-Do Bar, in Tasks, and in the Daily Task List in the Calendar.
Flag a message using the ribbon

To flag a message using the ribbon, select a message in the mail pane. Select the Home
tab, and then in the Tags group, select the Follow Up drop-down menu. Select either
No Date, or the due date you want. The following screenshot depicts the Tags group
with the Follow Up drop-down menu options.
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Figure 22: The Tags group with the Follow Up drop-down menu options
If you’re reviewing a message in the Message window, the Follow Up command is also
on the Home tab, in the Tags group.
Flag a message with the context menu

To flag a message using the context menu, right-click or access the context menu for
the message in the mail pane. Select Follow Up, and then select the due date. The
following screenshot depicts the context menu for a message in the mail pane with
Follow Up selected.
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Figure 23: The context menu in the mail pane with Follow Up selected
Flag a message with the Flag as a to-do item

option
To flag a message with the Flag as a to-do item option, right-click or access the
context menu for the Flag icon a message in the mail pane. This is the Flag indicator in
the message’s Flag column. Then select the due date from the context menu. The
following screenshot highlights the Flag as a to-do item option and depicts its context
menu.
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Figure 24: The context menu for the Flag as a to-do item option
Select a custom due date

If you select Custom from the due date options, Outlook will open the Custom dialog
box. Select Due Date to choose the deadline for following up. To receive a pop-up
reminder related to the flag, select Reminder, and then select the date and time for
receiving the reminder. The following screenshot depicts the Custom dialog box.
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Figure 25: The Custom dialog box
Did you know?

The keyboard shortcut to add a flag is Ctrl+Shift+G, which opens the
Custom dialog box.
Mark a flagged message as complete

To indicate that you have finished the action required for a flagged message, select the
message in the mail pane. Select the Home tab, and then in the Tags group, select
Follow Up to open the drop-down menu of options. Select Mark Complete. The
following screenshot depicts the Tags group with the Mark Complete option selected
in the Follow Up drop-down menu.
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Figure 26: The Tags group with Mark Complete selected in the Follow Up drop-down
menu
You can also use the Flag as a to-do item option to mark a message as complete.
Select the Flag as a to-do item option, which is depicted as a flag in the Flag column.
For more information on follow-up flags, go to: Flag email messages
for follow up

In this activity, your teacher or a fellow student will demonstrate flagging messages for
follow-up.
Resources required
• None
Participate in the activity by following along with the teacher’s or student’s
demonstration. Ask any clarifying questions you might have.
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Organizing email
Try-it: Flag messages for follow-up

In this leveled try-it activity, you’ll practice flagging a message for follow up and
marking a flagged message as complete.
Try-it 1
In this try-it activity, you’ll use the ribbon to flag a message for follow-up, and then mark
a message as complete.
Resources
• No-till blueberries and Cover crops planting timeline messages in the L3_Inbox
folder
Instructions
2. Find the message with the subject No-till blueberries, and use the ribbon to set a
follow-up flag for Next Week.
3. Find the flagged message with the subject Cover crops planting timeline. Use the
ribbon to mark this message as complete.
Try-it 2
In this try-it activity, you’ll use the Flag as a to-do item option to flag a message for
follow-up and then mark a message complete.
Resources
folder
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Organizing email
Instructions
2. Find the message with the subject No-till blueberries, and use the Flag as a to-do
item option to set a follow-up flag for Next Week.
Flag as a to-do item option to mark this message as complete.
Try-it 3
In this try-it activity, you’ll use the context menu to flag a message for follow and then
mark a message as complete.
Resources
folder
Instructions
2. Find the message with the subject No-till blueberries and use the context menu to
set a follow-up flag for Next Week.
context menu to mark this message as complete.
Topic 2: Categorize messages

In addition to the Follow Up Flag for tagging messages that require action,
Outlook also provides color-coded categories. You can use these tags to label related
messages in a way that quickly identifies them in the mail pane. For example, you could
use different color categories for different projects you're involved in, or different
classes you're taking at school. This would make it easier to keep those different topics
separate and organized.
You can use default categories, which can be customized with a name, or you can create
your own custom color category. You can assign multiple color categories to a message.
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Category tags are indicated with the Toggle Quick Click category icon in the form of a
square, colored box, in the mail pane in the Categories column. The following
screenshot depicts the mail pane with the Categories column highlighted.
Figure 27: The mail pane with the Categories column highlighted
Tag a message with a color category

To tag a message with a color category, select a message in the mail pane, select the
Home tab, and then in the Tags group, select the Categorize drop-down menu. Select
the color category you want. The following screenshot depicts the Tags group with the
Categorize drop-down menu open.
Figure 28: The Tags group with the Categorize drop-down menu open
This drop-down menu will include the default color categories and any categories you
have previously added. The first time you assign a default color category to a message,
the Rename Category dialog box will prompt you for a new name. You can edit the
name in the Name box, or you can keep the default name. You can also rename the
category later. The following screenshot depicts the Rename Category dialog box.
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Figure 29: The Rename Category dialog box
You can also assign a color category with the context menu. To do so, right-click or
access the context menu for a message, select Categorize, and then select the color
category you want to apply.
Similarly, you can right-click or access the context menu in the Categories column. You
can then select the color category you want to apply from the context menu that opens.
Rename a color category

The default color categories have generic names that correspond with their color, such
as Blue Category and Green Category. As you've learned, Outlook asks you to rename
a category the first time you use it. You can keep the default names if you want, but you
can also customize them with more descriptive or meaningful labels. Be aware that if
you rename a color category that you’ve already assigned to messages, all of those
messages will update to the new name.
To rename a category, select the Home tab, and then in the Tags group, select the
Categorize drop-down menu. Select All Categories to open the Color Categories
dialog box, select the category you want to rename, and then select Rename. You can
then change the text to the name you want. While in the Color Categories dialog box,
you can repeat the steps to rename other categories at the same time, and then select
OK. The following screenshot depicts the Color Categories dialog box with Rename
called out.
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Figure 30: The Color Categories dialog box with Rename called out
Create a color category

If you want, you can even create a color category of your own! Simply select the Home
tab, and then in the Tags group, select the Categorize drop-down menu. Next, select
All Categories to open the Color Categories dialog box, and then select New. The
following screenshot depicts the Color Categories dialog box with New highlighted.
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Figure 31: The Color Categories dialog box with New highlighted
After Outlook opens the Add New Category dialog box, enter the name for the new
category in the Name box. Select Color to choose a color for the new category, and
then select OK. The following screenshot depicts the Add New Category dialog box.
Figure 32: The Add New Category dialog box
Did you know?

You can also use the keyboard shortcut Alt+D to open the Color
Categories dialog box, where you can create or rename categories.
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For more information on color categories, go to: Create and assign
color categories

In this activity, your teacher or a fellow student will demonstrate how to use color
categories with email messages.
Resources required
• None
Try-it: Categorize messages

In this leveled try-it activity, you’ll practice using color categories with email
messages.
Try-it 1
In this try-it activity, you’ll use the ribbon to assign a color category to a message.
Resources
• Blueberries and Balloons Event and Cover crops planting timeline messages in
the L3_Inbox folder
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Instructions
2. Find the message with the subject Blueberries and Balloons Event, and use the
ribbon to assign to it the Blue Category.
3. Find the message with the subject Cover crops planting timeline, and use the
ribbon to assign the Purple Category.
Try-it 2
In this try-it activity, you’ll use the context menu or the Toggle Quick Click category
icon to assign a color category to a message.
Resources
• Blueberries and Balloons Event and Cover crops planting timeline messages in
the L3_Inbox folder
Instructions
2. Find the message with the subject Blueberries and Balloons Event, and use the
context menu or the Toggle Quick Click category icon to assign it to the Blue
Category.
3. Find the message with the subject Cover crops planting timeline, and use the
context menu or the Toggle Quick Click category icon to assign the Purple
Category.
Try-it 3
In this try-it activity, you’ll create a color category and assign it to a message.
Resources
• Staff profiles and Staff images messages in the L3_Inbox folder
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Instructions
2. Open the Color Categories dialog box and create a new category named Staff
Information. For Color, select Gray.
3. Find the conversation with the subject Staff profiles and assign it to the category
Staff Information.
4. Find the message with the subject Staff images and assign the category Staff
Information.
Wrap-up
1. What is the default name of the red color category?
a. Follow Up Category
b. Priority Category
c. Red Category
d. Urgent Category
2. Which dialog box do you use to create a new color category?
a. The Tags dialog box
b. The Color Categories dialog box
c. The Flags dialog box
d. The Follow Up dialog box
3. What happens if you change the name of a category that is already assigned to
messages?
a. You cannot change the name to a category that has been used.
b. Existing messages with that category are updated to the new name.
c. Existing messages with that category keep the old name.
d. None of the above
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4. When you've finished the follow up action for a flagged message, you can mark it
________________________.
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Lesson 4: Searching and finding

messages
Overview
In this lesson, you’ll learn to find specific messages in your mailbox using Instant
Search, the Advanced Find dialog box, and Search Folders. The activities, discussions,
opportunity to practice what you learn about searching messages.
Warm-up
1. Which tab contains the Recent Searches command?
a. The Home tab
b. The Folder tab
c. The View tab
d. The Search tab
2. Which of the following features refers to a virtual folder that displays messages
based on criteria?
a. Advanced Find
b. Folder
c. Instant Search
d. Mailbox
e. Search Folder
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3. When are Search Folders updated?

a. Never
b. Every time you open Outlook
c. When you manually send and receive your messages
d. Continuously
4. Use ________________________ to search with criteria that are not available in Instant
Search.
Topic 1: Search and Find items

You have now learned how to organize and filter your email messages, but
sometimes the easiest way to find the message you need is to search for it. Fortunately,
Outlook has an efficient search feature named Instant Search to help you find your
messages, no matter how cluttered your inbox might be.
Instant Search is in the mail pane. It consists of a Search box where you input your
query, and the Search Scope drop-down menu where you can specify where you want
to search. The following screenshot depicts the mail pane with the Search box and
Search Scope highlighted.
Figure 33: The mail pane with the Search box and the Search Scope
To search for a term or phrase, select Search, and then enter a term—such as a name,
word, or phrase. In additional to words or phrases in your messages, Instant Search
also enables you to search by the first name, last name, or even partial name of
someone in the message or conversation.
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As you enter the text you want to search for, Instant Search display the search results,
updating each time you add a new character. Results will list messages that contain the
word or name with the search text highlighted. Instant Search will also present a drop-
down menu you can choose from with suggested search terms based on your input.
Select a message in Results to review it in the Reading Pane. The following screenshot
depicts an example of Results with the suggestion of staff profiles highlighted.
Figure 34: An example of Results with the suggestion words highlighted
Much like a search engine on the internet, you can refine your search results by
changing how you enter search terms. For example:
• Placing your terms in quotes will search for messages with that exact phrase. For
example, "blueberries and balloons" will return messages with that phrase, but not
messages with blueberries and balloons as separate words in the message.
• Including AND (in all capital letters) between words will find messages with both
words, but not necessarily together or in that order. Example: blueberries AND
balloons will search for messages with blueberries and balloons as separate words
in the message.
• Including OR (in all capital letters) between words will find messages with either
word, but not necessarily both. Example: blueberries OR balloons will search for
messages with either blueberries or balloons as separate words in the message.
• Including NOT (in all capital letters) between words will find messages with the first
word, but not the second. Example: staff NOT images will search for messages with
the word staff, but not include messages that also have the word images.
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To change which locations Instant Search searches, select the Search Scope drop-
down menu. The default Search Scope is Current Mailbox, which limits results to
messages in the current mailbox you have selected. The option Current Folder is
commonly used when you know you moved the message you want to a folder and want
to search there. Other options for Search Scope include Subfolders, All Mailboxes,
and All Outlook Items. The following screenshot depicts Instant Search with the
Search Scope drop-down menu highlighted.
Figure 35: Instant Search with the Search Scope drop-down menu highlighted
Outlook keeps track of your searches and makes it possible to review and reuse them.
To review your recent searches, select the Search box, and note that the Search
contextual tab displays on the ribbon. In the Options group, select Recent Searches to
open a drop-down menu of recent searches. You can then select an option from the list
to run that search again. The following screenshot depicts the Options group with the
Recent Searches drop-down menu opened.
Figure 36: The Options group with the Recent Searches drop-down menu
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When you're finished using Instant Search, you can close Results from the ribbon.
Select the Search contextual tab, and then in the Options group, select Close Search.
You can also access the Close Search command in the Search box, where it’s depicted
as an X.
Did you know?

The keyboard shortcut for the Instant Search command is Ctrl+E.
Refine your search results

The Search contextual tab includes a variety of commands to help narrow down the
results provided by Instant Search. These commands are in the Refine group, as
depicted in the following screenshot.
Figure 37: The Refine group on the Search tab
In the Refine group, select the command you want to use. Outlook will add
corresponding text to the Search bar. Some commands in the Refine group require you
to enter additional information. For example, to refine your search based on who the
message is from, you'll need to select From, and then input the name of the sender. In
that case, Outlook will position the cursor in the correct location for you to input the
name. The following screenshot depicts the Search bar after the user has selected From,
with the cursor positioned to add the name.
Figure 38: The Search bar after the user has selected From
When you start entering a full name, such as Marcos Serna, or a partial name, such as
Marcos, the text Sender Name will be replaced with the entered name. Instant Search
will update Results to display messages sent by Marcos.
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You can add as many Refine commands to your search as you want. Each one will help
filter the results to a smaller number of emails, making it easier to find the message
you're searching for. The following table describes the predefined commands in the
Refine group.
From Only displays results from a specific person.
Subject Only displays results based on the subject.
Has Attachment Only displays emails that have attachments.
Categorized Only displays results that have a specific category assigned to them.
This Week Searches by when the email message was received: Today,
Yesterday, This Week, Last Week, This Month, Last Month, This
Year, or Last Year.
Sent To Searches messages with the options Sent to You, Not Sent Directly
to You, or Sent to Another Recipient.
Unread Only displays unread messages.
Flagged Only displays messages flagged by you.
Important Only displays email marked as Important.
More Filters your results based on more advanced criteria, such as Cc or

Sensitivity.
Table 2: Commands in the Refine group
For more information on Instant Search, go to: Find a message or
item with Instant Search
Video
To review the video on filtering email, go to: Search and filter email
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In this activity, your teacher or a fellow student will demonstrate how to find messages
with Instant Search.
Resources required
• None
Try-it: Search and Find items

In this leveled try-it, you’ll practice using Instant Search to find messages in a
mailbox.
Try-it 1
In this try-it activity, you’ll use a keyword search in Instant Search in the current folder.
Resources
Instructions
2. Use the Search Scope drop-down menu to limit your search to Current Folder.
3. Enter staff in the Search box, and notice how Results populates with every message
containing the word staff.
4. Continue entering text in the Search box, adding lunch so the complete search
phrase is staff lunch. Observe that the results are narrowed down.
5. Select Search Scope, and from the drop-down menu, select All Mailboxes. Notice
that the Results window now displays messages from other mailboxes as well.
Because the .pst file includes copies of the same messages in different folders, each
instance is displayed.
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Try-it 2
In this try-it activity, you’ll use a keyword search in Instant Search and then refine the
results.
Resources
Instructions
3. Enter blueberries in the Search box, and observe how Results populates with every
message containing the word blueberries.
4. To narrow the search, use the Refine command Has Attachments to narrow the
search down to messages that have attachments.
Try-it 3
In this try-it activity, you’ll use and refine a keyword search in Instant Search, and then
repeat the search with Recent Searches.
Resources
Instructions
3. Enter blueberries in the Search box, and observe how Results populates with every
message containing the word blueberries.
4. Use the Refine command From to narrow the search to messages from Marcos.
5. Observe the results, and then close the search.
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6. Create a new search for the term balloons, and observe those results.
7. Use Recent Searches to reuse the search for messages from Marcos containing the
word blueberries.
Topic 2: Use Advanced Find

The Instant Search feature makes it possible to find messages with a variety of
options to help narrow the results. Most of the time, Instant Search will be powerful
enough to quickly find the message you're after. However, if you need a more advanced
search tool, you can use Advanced Find.
To access Advanced Find, select the Search box to gain access to the Search addition
to the ribbon. Select the Search tab, and then in the Options group, select Search
Tools. On the drop-down menu of commands, select Advanced Find, as exhibited in
the following screenshot.
Figure 39: The Options group with Search Tools selected, and Advanced Find
highlighted
Did you know?

The keyboard shortcut for the Advanced Find command is
Ctrl+Shift+F.
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Selecting Advanced Find will open the Advanced Find dialog box, which you can use
to build your search. In this dialog box, select the Advanced tab to access commands
for building a search. The following screenshot depicts the Advanced Find dialog box
with the Advanced tab selected.
Figure 40: The Advanced Find dialog box with the Advanced tab selected
In the Advanced Find dialog box, use commands in the Define more criteria section to
specify search criteria one rule at a time. Select Field, and then select All Mail fields to
open a list of all the fields you can use for a search. Some are familiar, such as Subject,
From, and To. Others will be less obvious, as indicated in the following screenshot.
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Figure 41: The Fields drop-down menu with All Mail fields selected
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To build your search, select a Field from the drop-down menu. Next, select from the
Condition drop-down menu. The choices will vary based on the field, but if you select
Subject you can choose from contains, is (exactly), doesn't contain, word starts with,
or phrase matches. After selecting a Condition, select Value, and enter a value. This
process builds a criterion. For example, the following screenshot depicts Define more
criteria with the options set to Subject, contains, meeting.
Figure 42: Define more criteria with the options set to Subject, contains, meeting
Select Add to List to make this criterion part of your search. Repeat the process to add
more criteria, just as you added multiple keywords or Refine commands to Instant
Search. When you finish adding criteria, select the Find Now button to run the search,
and then review the results. The following screenshot depicts the Advanced Find dialog
box displaying the results of a search, with the Find Now button called out.
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Figure 43: The Advanced Find dialog box displaying the results of a search, with the Find
Now button called out
For more information on Instant Search, go to: Find a message or
item with Instant Search
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In this activity, you or another student will use Advanced Find to create a new search
with the help of the teacher.
Resources required
• None
1. Review the scenario described by the teacher.
2. Demonstrate your solution to the class, asking for assistance from the teacher, as
needed. If you don’t get a chance to demonstrate, follow along and ask any
Try-it: Use Advanced Find

In this standalone try-it activity, you’ll create a search with Advanced Find.
Resources
• A message in the L4_Inbox folder
Instructions
2. Open the Advanced Find dialog box.
3. On the Advanced tab, select Field, and the, from the All Mail fields menu, select
Subject.
4. Set the Condition to contains.
5. Edit the Value to meeting, and then add the criterion to the list.
6. Create a second criterion with Field set to From, Condition set to contains, and
Value set to Marcos. Add this criterion to the list.
7. Run the search and notice that it found one message sent by Marcos that contains
the word meeting in the Subject.
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Topic 3: Create and use Search Folders

You can also extend the power of the Outlook search features into a useful
organizational tool. A Search Folder is a virtual folder that provides an overview of all
email messages matching specific search material. It displays like a folder in your
mailbox, but messages aren't actually in the Search Folder, they are just listed there.
For example, you could create a Search Folder for each message with a Follow Up
Flag. When you select this Search Folder, you could observe every message with a
Follow Up Flag, regardless of which folder they are in. Many people use a Search
Folder to display all of their unread mail, so they can go to one place to catch up on
reading messages even when the messages are saved in different folders within their
mailbox.
Create a Search Folder

To create a search folder, select the Folder tab on the ribbon, and then in the New
group, select New Search Folder. The following screenshot depicts the New group with
New Search Folder highlighted.
Figure 44: The New group with New Search Folder highlighted
You can also access New Search Folder from the Folder Pane. To do so, right-click or
access the context menu for Search Folders, and then select New Search Folder. The
following screenshot depicts the context menu for Search Folders with New Search
Folder selected.
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Figure 45: The context menu for Search Folders with New Search Folder selected
The New Search Folder command opens the New Search Folder dialog box. The
Select a Search Folder list includes a variety of predefined Search Folder settings to
address the most common uses of the feature. The following screenshot depicts the
New Search Folder dialog box with a predefined Search Folder for Unread mail
selected.
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Figure 46: The New Search Folder dialog box with a predefined Search Folder for
Unread mail selected
In this example, select OK to create the new Search Folder for Unread mail. If the
predefined Search Folder has customization options, Customize Search Folder will
display fields for entering the necessary information. The following screenshot depicts
the New Search Folder with Categorized mail selected and the fields in Customize
Search Folder selected.
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Figure 47: The New Search Folder with Categorized mail selected and the fields in
Customize Search Folder selected
Select the Choose button to specify criteria for the Search Folder. Select OK to close
the New Search Folder dialog box and create the Search Folder.
Did you know?

In addition to the predefined Search Folder configurations, you can
create customized Search Folders with more complex criteria.
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View messages in a Search Folder

When you review a Search Folder, it will contain a list of messages that meet the criteria
you specified when you created it. The list is updated each time you review it, so new
messages or messages that have changed (through the addition of a Follow Up Flag,
for example) will be added to the list if they meet the criteria.
To review the contents of a Search Folder, navigate to the Folder Pane and select the
Search Folder. The results will display in the mail pane. This is similar to any other
folder with a column in the list heading named In Folder, which specifies the folder in
which each message is saved.
The ribbon includes commands for modifying Search Folders. To modify a Search
Folder, select the folder in the Folder Pane, and then select the Folder tab. The Actions
group includes:
• Rename Folder, which you can use to change the name of the Search Folder.
• Delete Folder, which will delete the Search Folder.
Note: Because messages are saved in a different folder, deleting a Search Folder will
not delete or change any of the messages contained within it.
• Customize This Search Folder, which you can use to modify a predefined Search
Folder. If you create a customized Search Folder, you use this option to edit
customizations.
The following screenshot depicts the Actions group on the Folder tab.
Figure 48: The Actions group in the Folder tab
For more information on Search Folders, go to: Use Search Folders to
find messages or other Outlook items
Video
To review the video on Search Folders, go to: Create or delete a
search folder
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In this activity, the teacher will challenge you to create a solution to keep email
messages more organized.
Resources required
• None
Participate in the teacher-led discussion and offer ideas for solving the proposed
challenge. Then observe demonstrations and ask clarifying questions if necessary.
Try-it: Create and use Search Folders

In this standalone try-it activity, you’ll create several Search Folders by using
predefined Search Folder configurations.
Resources
Instructions
2. Use the ribbon to create a Search Folder for all email sent by Marcos Serna.
3. Use the context menu in the Folder Pane to create a Search Folder for all messages
with the word meeting in the Subject.
4. Use either method to create a Search Folder for all messages with attachments.
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Wrap-up
1. Which group contains commands for narrowing down Instant Search results?
a. Options
b. Refine
c. View
d. Tags
2. What happens to messages when you delete a Search Folder?
a. Messages contained in the Search Folder are deleted.
b. Messages contained in the Search Folder are moved to their previous folders.
c. Messages contained in the Search Folder are not affected.
d. A Search Folder cannot be deleted if it contains messages.
3. The Search box and Search Scope drop-down menu are part of the
________________________ feature.
4. Use the ________________________ tab in the Advanced Find dialog box to add criteria
to a new search.
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Lesson 5: Organizing messages

with folders
Overview
In this lesson, you’ll learn how to create and use folders to organize email messages. The
activities, discussions, and demonstrations in this lesson will strengthen your learning
and give you the opportunity to practice what you learn about Outlook folders.
Warm-up
1. Which of the following describes containers for saving email messages?
a. Attachments
b. Filters
c. Folders
d. Panes
2. Which tab on the ribbon includes commands for moving messages?
a. Home
b. Folder
c. View
d. Search
3. You can make new ________________________ to organize your email messages.
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Topic 1: Create folders

Folders offer a way to organize your email messages and other Outlook items. Just
like paper folders in a file cabinet, you can use Outlook folders to group related items
and make them easier to find. You can create any organization system you want, but
many people create folders for different purposes, such as:
• Projects they are working on.
• Tasks they must complete.
• People or customers they are communicating with.
• Classes or programs at school.
To create a folder, begin by going to the Folder Pane and right-clicking or accessing
the context menu for the folder to which you want to add a new folder; for example,
Inbox. From the context menu, select New Folder. The following screenshot depicts the
context menu in the Folder Pane with New Folder highlighted.
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Figure 49: The context menu in the Folder Pane with New Folder highlighted
In the Name box that displays, enter a name for the new folder. Be sure to be
descriptive so you can recognize it later. The following screenshot depicts the Name
box for a new folder named Internship.
Figure 50: The Name box for a new folder named Internship
You can also create a new folder by using commands on the ribbon. Select the Folders
tab, and then in the New group, select New Folder. The following screenshot depicts
the New group with New Folder highlighted.
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Figure 51: The New group with New Folder highlighted
The New Folder command opens the Create New Folder dialog box. Select the Name
box and enter a name for the new folder. Under Select where to place the folder,
select a location, such as Inbox, and then select OK. The following screenshot depicts
the Create New Folder dialog box.
Figure 52: The Create New Folder dialog box
For more information on creating folders, go to: Create a folder in
Outlook
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In this activity, your teacher or a fellow student will demonstrate how to create folders in
Outlook.
Resources required
You will need the following resource for this activity:
• The L5_Inbox folder
Participate in the activity by demonstrating how to create a folder, or by following along
with the teacher’s or student's demonstration. Ask any clarifying questions you might
have.
Try-it: Create folders

In this leveled try-it activity, you’ll practice creating folders to organize email
messages.
Try-it 1
In this try-it activity, you’ll create a new folder by using the context menu.
Resources
Instructions
2. Use the context menu to create a new folder named Media Information.
3. Use the context menu to create a subfolder within Media Information with the
name Events.
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Try-it 2
In this try-it activity, you’ll create a new folder by using the ribbon.
Resources
Instructions
2. Use the ribbon to create a new folder named Media Information.
3. Use the ribbon to create a subfolder within Media Information with the name
Events.

folders
After you’ve created folders, there are several different ways to move messages
from one folder to another. You can move messages to a new folder by using drag and
drop. Simply select the message you want to move, and then drag it to the destination
folder. The ribbon also includes commands for moving messages to a different folder.
To move a message, select the message you want to move, select the Home tab, and
then in the Move group, select the Move drop-down menu. Now select the destination
folder. The following screenshot depicts the destination folder options in the Move
drop-down menu in the Move group on the Home tab.
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Figure 53: The Move drop-down menu in the Move group on the Home tab
If the folder you want is not listed, select Other Folder to open the Move Items dialog
box, and then select the desired folder. The following screenshot depicts the Move
Items dialog box.
Figure 54: The Move Items dialog box.
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You can also move messages by using the context menu in the mail pane. To do so,
right-click or access the context menu for the message, and then select Move. This will
display a list of destination folders. Select a folder from the menu, or select Other
Folder if the desired folder is not listed. The following screenshot depicts the context
menu for the Move option in the mail pane.
Figure 55: The context menu in the mail pane with Move selected.
Did you know?

You can also use the Cut and Copy commands to move messages
from one folder to another.
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For more information on moving messages between folders, go to:
Move or copy an item to another folder

In this activity, your teacher or a fellow student will demonstrate how to create folders in
Outlook.
Resources required
Participate in the activity by demonstrating how to move email messages, or by
following along with the teacher’s or student's demonstration. Ask any clarifying
questions you might have.
Try-it: Move messages between folders

In this leveled try-it activity, you’ll practice moving messages from one folder to
another.
Try-it 1
In this try-it activity, you’ll move messages by using commands on the ribbon.
Resources
• The Company overview and No-till blueberries messages in the L5_Inbox folder
• The Media Information and Events folders that you created in the previous try-it
activities
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Instructions
2. Find the message with the subject Company overview. The message will be at the
end of the message list. Use the ribbon to move the message to the Media
Information folder that you created in the previous try-it activity.
3. Find the message with the subject No-till blueberries. The message will be at the
end of the message list. Use the ribbon to move the message to the Events
subfolder within the Media Information folder that you created in the previous try-
it activity.
Try-it 2
In this try-it activity, you’ll move messages with the commands on the context menu.
Resources
• The Company overview and No-till blueberries messages in the L5_Inbox folder
• The Media Information and Events folders that you created in the previous try-it
activities
Instructions
2. Find the message with the subject Company overview. The message will be at the
end of the message list. Use the context menu to move the message to the Media
Information folder that you created in the previous try-it activity.
3. Find the message with the subject No-till blueberries. The message will be at the
end of the message list. Use the context menu to move the message to the Events
subfolder within the Media Information folder that you created in the previous try-
it activity.
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Wrap-up
1. Which of the following can you use to create a folder?
a. Commands on the Home tab
b. Commands on the Folders tab
c. The context menu
d. Drag and drop
2. Which of the following can you use to move a message between folders?
a. Commands on the Home tab
b. Commands on the Folders tab
c. The context menu
d. Drag and drop
3. When you’re creating a folder, you must specify its name and ________________________.
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Lesson 6: Deleting and

recovering messages
Overview
In this lesson you’ll learn how to delete messages and recover messages from the
Deleted Items folder. You’ll also learn how to permanently remove messages from the
Deleted Items folder. The activities, discussions, and demonstrations in this lesson will
strengthen your learning and give you the opportunity to practice what you learn about
deleting and recovering messages.
Warm-up
1. What happens when you delete a message in Outlook?
a. It’s permanently removed as soon as you delete it.
b. It’s moved to the Deleted Items folder.
c. It’s moved to the hidden Recoverable Items folder.
d. It’s moved to a .pst file.
2. How do you recover a message from the Deleted Items folder?
a. Move it to another folder.
b. Use the Recover Deleted Items dialog box.
c. Contact you email administrator.
d. You cannot recover a message from the Deleted Items folder.
3. Deleted messages are permanently removed when you empty the
________________________ folder.
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4. In place of a Deleted Items folder, your account could have a folder named
________________________.
Topic 1: Delete messages

The methods you’ve learned in this module can help you keep your mailbox organized.
However, with new messages arriving all the time, you’ll want to delete messages that
you don’t need anymore. There are several ways to delete a message in Outlook.
Delete a message
The first way you can delete a message is to select the message in the mail pane. Next,
select the Home tab on the ribbon, and then in the Delete group, select Delete. The
following screenshot depicts the Delete group, with Delete highlighted.
Figure 56: The Delete group, with Delete highlighted.
You can also delete a message using the message’s context menu. Right-click or access
the context menu for the message in the mail pane, and then select Delete. The
following screenshot depicts the message context menu with Delete highlighted.
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Figure 57: The message context menu with Delete highlighted
Did you know?

There are two more ways to delete messages. When you hover over a
message, the Delete the item option displays. It’s depicted as an X in
the last column of the message list. Select the Delete the item icon
to delete the message. You can also select a message, and then select
the Delete key on your keyboard.
No matter which method you use to delete a message, it will be moved to the Deleted
Items folder. However, you can still recover the message from here if you change your
mind, as you’ll learn in upcoming parts of this lesson.
For more information on deleting messages, go to: Delete a message
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In this activity, you’ll discuss different ways to delete email messages.
Resources required
2. Observe as the teacher demonstrates different ways to delete messages.
Try-it: Delete messages

In this standalone try-it, you’ll practice multiple ways of deleting messages.
Resources
Instructions
2. Find the message with the subject Time sheets. Delete the message using the
ribbon.
3. Find the message with the subject Thank You. Delete the message using the context
menu.
4. Find the message with the subject Information for the media. Delete the message
using the ribbon, the context menu, the Delete the item option, or the keyboard
shortcut.
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Topic 2: Empty deleted items

When you delete a message in Outlook, it’s moved to a folder named Deleted Items.
Much like the Recycle Bin in Windows, Deleted Items gives you the chance to recover
deleted items before they are permanently removed. However, this folder can
accumulate several messages, which could take up a lot of space on your computer or
email server, especially if you have a lot of attachments with your messages.
Note: If your Outlook account is not connected to Microsoft Office 365, Outlook.com, or
Microsoft Exchange Server, your deleted messages could be moved to a folder named
Trash instead of Deleted Items.
To permanently remove these messages and free up space, you must empty the
Deleted Items folder. To empty the Deleted Items folder, select the Folder tab on the
ribbon, and then in the Clean Up group, select Empty Folder. This command is only
available when the Deleted Items folder is selected. The following screenshot depicts
the Clean Up group with Empty Folder highlighted.
Figure 58: The Clean Up group with Empty Folder highlighted
Did you know?

If you empty the Deleted Items folder, you cannot reverse this action
or recover those messages, so think carefully before emptying this
folder!
You can also empty the Deleted Items folder by using the context menu. Right-click or
access the context menu for the Deleted Items folder, and then on the context menu,
select Empty Folder, as in the following screenshot.
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Figure 59: The context menu for Deleted Items with Empty Folder highlighted
Because the Empty Folder command permanently deletes everything in the Deleted
Items folder, you will be prompted to confirm your decision. To permanently remove
items in the Deleted Items folder, select Yes. To cancel the command and keep the
items in Deleted Items, select No. The following screenshot depicts the confirmation
dialog box.
Figure 60: The Empty folder confirmation box
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Did you know?

You can configure Outlook to automatically empty the Deleted Items
folder. The setting for this is in Outlook Options.
For more information on emptying deleted messages, go to: Empty
the Deleted Items folder in Outlook

In this activity, you’ll discuss the Deleted Items folder and permanently removing email
messages.
Resources required
2. Follow along as the teacher demonstrates emptying Deleted Items.
Try-it: Empty deleted messages

In this standalone try-it, you’ll practice emptying the Deleted Items folder.
Resources
• None
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Instructions
1. Select the Deleted Items folder in M3_module_PST_starter.
2. Use the ribbon to empty the folder. Confirm the action when prompted.
3. Observe that there are now no messages in the Deleted Items folder.
4. Use the context menu to repeat the process.
Topic 3: Recover deleted items

If you accidentally delete a message or realize that you still need a message you deleted,
you can recover it providing it’s still in the Deleted Items folder. Deleted messages stay
in the Deleted Items folder until it’s emptied, either by you, or by Outlook if you have
configured it to empty the folder automatically.
To review the Deleted Items folder contents, select Deleted Items in the Folder Pane.
After you find the message you are searching for in the pane, move it to another folder,
such as Inbox, using one of the methods you learned about in the previous lesson. The
following screenshot depicts the Folder Pane with Deleted Items highlighted.
Figure 61: The Folder Pane with Deleted Items highlighted
But what happens if you’ve already emptied Deleted Items, or Outlook is configured to
do it automatically? If you can’t find the message in Deleted Items, is it gone forever? It
might be, but there is still one place to check: Recoverable Items.
When messages are deleted from Deleted Items, they are moved to a folder named
Recoverable Items. This is a hidden folder that acts as a temporary container for
permanently deleted messages. It’s not listed with the other folders in the Folder Pane,
so you have to access it by using different commands.
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Note: The Recoverable Items folder is not available for a .pst file, and is not available
for accounts that have a Trash folder in place of Deleted Items. If your account doesn’t
offer the Recoverable Items feature, you won’t be able to complete some of the
activities in this topic. However, you can still learn how the feature works.
To recover an item from The Recoverable Items folder, select the Home tab on the
ribbon, and then in the Actions group, select Recover Deleted Items from the Server,
as in the following screenshot.
Figure 62: The Actions group and Recover Deleted Items from the Server
You can also access this feature from Deleted Items. In the Folder Pane, select Deleted
Items. Select the Folder tab on the ribbon, and then in the Clean Up group, select
Recover Deleted Items. The following screenshot depicts the Clean Up group with
Recover Deleted Items highlighted.
Figure 63: The Clean Up group with Recover Deleted Items highlighted
Selecting either command opens the Recover Deleted Items dialog box. Find and
select the message you want to recover, and then be sure to select Restore Selected
Items. Then select OK. The message or messages you selected will be moved back to
their original folders. The following screenshot depicts the Recover Deleted Items
dialog box with the option to Restore Selected Items highlighted.
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Figure 64: The Recover Deleted Items dialog box with the option to Restore Selected
Items highlighted
For more information on recovering deleted messages, go to: Recover
deleted items in Outlook for Windows

In this activity, the group will discuss options for recovering deleted items in Outlook.
Resources required
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2. Observe as the teacher demonstrates options for recovering deleted items.
Try-it: Recover deleted items

In this standalone try-it, you’ll practice deleting and recovering items.
Resources
• None
Instructions
2. Delete the message with the subject Staff lunch on Friday?
3. Delete the message with the subject New equipment for the Festival.
4. Navigate to the Deleted Items (or Trash) folder and move Staff lunch on Friday?
back to L6_Inbox.
5. Empty the Deleted Items folder.
6. If Outlook is connected to an account that supports Recoverable Items, open the
Recover Deleted Items dialog box, and recover one message. Go to the original
folder to confirm that it’s recovered. You can also use Instant Search to find the
message.

2. Locate the folder named M3_module_PST_starter_ Firstname_Lastname, and
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3. On the context menu, select Close “M3_module_PST_starter_

Firstname_Lastname.”
4. On your computer, open File Explorer, and then browse to where the .pst file
resides.
Wrap-up
1. Which of the following options is a hidden folder used to temporarily store deleted
items?
a. Deleted Items
b. Drafts
c. Recoverable Items
d. Trash
2. When are the contents of the Deleted Items folder removed?
a. When you empty the folder
b. When you run Clean Up Conversations
c. Once per year, on January 1
d. Every day at noon
3. When the Deleted Items folder is emptied, messages are moved to
________________________.
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Glossary
Advanced Find A tool for creating more advanced or complex searches than Instant
Search.
Arrange By The setting that determines which message field, such as From or
Date, is used to arrange the message list in the mail pane.
Color categories A set of color-coded tags that can be applied to a message to help
keep messages organized.
Conversation A group of messages that have the same subject.
Deleted Items A folder that stores deleted messages.
Filter A feature that reduces the number of messages listed in the mail
pane by displaying only messages that meet specified criteria.
Focused Inbox A feature that intelligently sorts Inbox messages into Focused or
Other tabs to make the inbox more manageable.
Folder A container for email messages that is used to organize mail into
groups.
Follow Up Flag A tag that can be applied to a message to indicate that further action
is required.
Instant Search A feature that searches messages based on a name, word, or phrase.
Results are displayed in the mail pane.
Recoverable Items A hidden folder that temporarily retains items that have been
permanently deleted, such as when Deleted Items is emptied.
Search Folder A virtual folder that groups together messages that meet specified
criteria without moving messages from their original folders.
Sort The setting that determines if messages in the mail pane are listed in
ascending or descending order.
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Cornerstone
Overview
In this cornerstone, you’ll organize email messages related to one of Munson’s Pickles
and Preserve Farm’s biggest and most popular events, the Blueberries and Balloons
Festival. You’ll utilize Outlook features to find and display messages efficiently. You’ll
clean up conversations to minimize duplication of emails. You’ll need to use flags and
categories to organize messages for the event, and you’ll use Search Folders to keep
related email together. Finally, you’ll need to delete messages you no longer need, and
make sure you haven’t deleted anything you’ll want later.
Objectives
The following table outlines the cornerstone objectives and their corresponding
Cornerstone project objectives Exam objective(s)
Sort and filter messages. • 2.3.1: Sort messages

• 2.3.7: Change the display of messages
Manage conversations. • 2.3.6: Ignore conversations
Flag and categorize messages. • 2.3.5: Flag received messages
Search for and categorize messages. • 1.3.2: Search for messages, calendar
items, contacts, and tasks
• 2.3.4: Categorize messages
Create Search Folders. • 1.3.1: Create search folders
Create and use a folder. • 2.3.2: Create folders

• 2.3.3: Move messages between
folders
Delete a message. • None
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Duration
50 minutes

1. Open Outlook.
contains any required starter elements for the Cornerstone, such as email, calendar
and then select Data File Properties.
9. Select OK twice.
Instructions
2. When you’re done with the cornerstone, assess your completion and enter the
points you think you earned within the following task lists. You can ask for the help
of your teacher if required.
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Tasks
You’ll work with one file in this cornerstone. The following steps are the tasks you need
to complete within each file.
Task: Sort and filter email (2 points)
1. Select Inbox and arrange the messages by date. (1 point) (Exam objective 2.3.1)
2. Change the filter to display All Mail. (1 point) (Exam objective 2.3.7)
Task: Manage conversations (4 points)

1. Enable Show as Conversations in the Inbox. (1 point)
2. Use the Clean Up Conversation command to clean up the Honey sampling
conversation. (2 points)
3. Ignore the Pickle Camp conversation. (1 point) (Exam objective 2.3.6)
Task: Flag messages for follow up (2 points)

1. Find the message with the subject In the field. Set a flag to follow up next week. (1
point) (Exam objective 2.3.5)
2. Find the flagged message with the subject New equipment for the Festival. Mark
the message as completed. (1 point) (Exam objective 2.3.5)
Task: Search for and categorize messages (3 points)

1. Search the Inbox for messages that contain the word committee. Apply a yellow
color category to each message it finds. (2 points) (Exam objectives 1.3.2 and 2.3.4)
2. Name the yellow category Planning Committee. (1 point)
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Task: Create Search Folders (3 points)

1. Create a Search Folder for messages that are flagged. (1 point) (Exam objective
1.3.1)
2. Create a Search Folder for all messages that contain the word Blueberries. (2
points) (Exam objective 1.3.1)
Task: Create and use a folder (3 points)

1. Create a folder named Company Info in M3_cornerstone_PST_starter. (1 point)
2. Find the message with the subject Staff images, and move it to the Company Info
folder. Find the message with the subject Company overview, and move it to the
Company Info folder. (2 points) (Exam objective 2.3.3)
Task: Delete a message (1 point)

1. Delete the message with the subject Daily Recap. (0 points)
2. Delete the conversation with the subject Personnel working on the cover crops. (1
point)
FILE 1 TOTAL POINTS: ________ / 18

2. Locate the folder named M3_cornerstone_PST_starter_ Firstname_Lastname, and
3. On the context menu, select Close “M3_cornerstone_PST_starter_
Firstname_Lastname”.
4. On your computer, open File Explorer, and browse to where the .pst file resides.
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of spaces. For example, enter _ Firstname_Lastname. The filename should now
resemble M3_cornerstone_PST_starter_ Firstname_Lastname.
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Student Guide
40569A
Module 4: Automating messages
Automating messages
Contents
Contents ..............................................................2 Use a Quick Part ...................................20
Module overview .............................................4 Manage a Quick Part ..........................20
Description.....................................................4 Activity: Switch ......................................22
Scenario ..........................................................4 Try-it: Use Quick Parts........................23
Lesson 1: Using Quick Steps and Quick Try-it 2 ......................................................23
Parts ......................................................................6 Wrap-up .......................................................24
Overview .........................................................6 Lesson 2: Using rules to manage mail ..26
Warm-up ........................................................6 Overview ......................................................26
Attach the module .pst file ......................7 Warm-up ......................................................26
Copy content into the module .pst file Topic 1: Create and run a rule .............27
............................................................................8
Create a rule ...........................................27
Activity: Tell a story .............................30
Try-it: Create and run a rule ............30
Step ..............................................................9 Try-it 1 ......................................................30
Use a Quick Step.................................. 14 Try-it 2 ......................................................31
Manage a Quick Step ........................ 14 Topic 2: Manage rules ............................31

Change a rule ........................................31
Activity: Guess and tell ...................... 15
Try-it: Create and use a Quick Step Copy a rule .............................................34
.................................................................... 16 Choose when to run a rule...............35
Try-it 1...................................................... 16 Delete a rule ...........................................36
Resources................................................ 16 Activity: Pose a challenge .................37
Try-it 2...................................................... 17 Try-it: Manage rules ............................37
Resources................................................ 17 Try-it 1 ......................................................37
Try-it 3...................................................... 17 Try-it 2 ......................................................38
Resources................................................ 17 Detach the module .pst file ..................38
Topic 2: Use Quick Parts ........................ 18 Wrap-up .......................................................39
Create a Quick Part ............................. 18 Glossary .............................................................40
2
Automating messages
Cornerstone .................................................... 41 Instructions..................................................43

Overview ...................................................... 41 Tasks ..............................................................43
Objectives .................................................... 41 File –
Duration ....................................................... 41 M4_cornerstone_PST_starter.pst ....43
Attach the Cornerstone .pst file ......... 41 Detach the Cornerstone .pst file.........45
3
Automating messages
Module overview
Description
Email is a great tool for communication; however, it can be taxing to manage large
volumes of email. By automating a few processes, you can simplify email management
and organization. Microsoft Outlook 2019 offers Quick Steps, Quick Parts, and rules to
help manage your Outlook account. In this module, you'll learn about these options and
use them to manage your email at Munson's Pickles and Preserves Farm. The following
table outlines the lessons in this module and their corresponding learning objectives.
Using Quick Create, run, and manage automated message Not mapped
Steps and processes.
Quick Parts
Using rules to Use rules to automatically manage messages. Not mapped

manage mail
Cornerstone: Automate mail message workflows and Not mapped

Automating processes.
email and
tasks
Scenario
It's the end of the summer, and you've been working at Munson's Pickles and Preserves
Farm for several months. Munson's has planned upcoming events and special activities
that the Munson's Media and Communications department must coordinate. You're
finding it difficult to manage your time to efficiently handle the communications related
to the special events in addition to your daily communications responsibilities. To help
you save time and focus on more creative project tasks, you need to automate as many
email-management processes as possible. As the Media and Communications intern,
you manage the team's email account. You need to create a system to keep up with the
many emails, find related information, and create useful reminders.
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Cornerstone
At the end of this module, you'll complete a Cornerstone project, which will put into
practice the concepts you'll learn. You'll use Outlook Quick Steps, Quick Parts, and
rules to automate your email management at the farm.
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Lesson 1: Using Quick Steps and

Quick Parts
Overview
When you're planning a major event, you might find yourself sending out repetitive
messages and replying to many similar questions. You could copy and paste your
message and responses, but Outlook offers two time-saving methods to help with these
repetitive tasks. In this lesson, you'll learn how to use the Quick Steps and Quick Parts
features to more efficiently manage email communication.
Warm-up
1. Which of the following is true about Quick Steps?
a. You can use Quick Steps to reply to and create a new email.
b. You can only use Quick Steps to create a new email.
c. You can only use Quick Steps to reply to an email.
d. You can use Quick Steps with graphics.
2. Which of the following is true about Quick Parts?
a. Quick Parts offers the option to delete an email after replying to it.
b. You can use Quick Parts to create an email to your team or manager.
c. You can use Quick Parts to create a reusable block of text.
d. Quick Parts offers the option to file an email within a folder.
3. Elise works in the admissions office of a local college answering emailed questions
about the admissions process. She finds herself composing new emails with the
same text frequently. You recommend that Elise use _________________________ to help
Elise with her work.
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4. Place the following items in the correct order for creating a Quick Step.
Indicate the correct sequence by adding numbers 1-4 next to the following items.
a. Create New - _________________________
b. Home - _________________________
c. Quick Steps - _________________________
d. Add Action - _________________________

1. Open Outlook.
4. In the Open Outlook Data File dialog box, use the navigation pane to locate the
.pst files provided by your instructor for your use throughout this module of the
course.
9. Select OK twice.
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instructions:
Topic 1: Create and use a Quick Step

When reading your email, you might find yourself using the same processes over and
over again. By using Quick Steps, you can define a process to complete these repetitive
tasks and improve your efficiency.
For example, Quick Steps can be helpful when you're receiving many related emails and
want to move them to a folder. In this module's scenario, you're receiving numerous
emails concerning different events happening at the farm. You can create a Quick Step
to file all the event-related emails into one folder.
Use a prebuilt Quick Step

To use a prebuilt Quick Step, perform the following steps:
1. Select the email message to which you wish to apply a Quick Step.
2. On the Home tab, locate the Quick Steps group.
Figure 1: Quick Steps group
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3. Select the Quick Step that you wish to apply to your chosen email, based on the
following descriptions:
o Move to: ?. Use this option to move the email to a chosen folder. The first time
you use this option, you must define where to move the email. Outlook saves this
action for future use, but you can choose to move different emails to any folder
that you specify.
o Team Email. Use this option to forward an email to the other members of your
team. You can select those team members the first time that you use this option.
You must name your team the first time that you access this feature.
o Reply & Delete. Use this option to create a reply to the person who sent the
email and then delete the email from your account.
o To Manager. Use this option to forward a message to your manager. The first
time that you use this option, you'll specify your manager.
o Done. Use this option to move an email to the folder that you specify, mark the
email as read, and mark the email as complete.
o Create New. Use this option to create a new Quick Step.
Create a new email by using a Quick Step

By using Quick Steps, you can make it much easier and faster to send an email with a
similar message to the same recipients multiple times.
1. On the Home tab, in the Quick Steps group, select Create New.
Figure 2: Quick Steps group
2. In the Edit Quick Step dialog box, in the Name box, enter a name for the Quick
Step that you'll create.
Figure 3: Edit Quick Step dialog box
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3. Select the Icon option to assign an icon for your Quick Step.
Figure 4: Icon option
4. In the Actions section of the Edit Quick Step dialog box, in the Choose an Action
drop-down box, select an action for your Quick Step. In this case, to create a new
email, select New Message.
Figure 5: New Message option
5. Some actions will require more information, in which case a dialog box displays with
options for you to enter this additional information. To create a new message, you
must enter the email address in the To box, as the following screenshot depicts.
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Figure 6: The To box in the New Message action
6. If you want to add the carbon copy (Cc), blind carbon copy (Bcc), and the text for
your message to your email, select Show Options, which the following screenshot
highlights.
Figure 7: Show Options
7. The Edit Quick Step dialog box expands and displays additional options, including
the Add Cc and Add Bcc options. In the Text box, you can enter the text that you
want to use in the message each time that you send the email. After entering the
information, select Hide Options.
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Figure 8: Add Cc, Add Bcc, and Text options
8. If you would like to delete an action, select the Delete icon. If you want to add an
additional action for the Quick Step, select Add Action.
Figure 9: Delete and Add Action options
9. In the Optional section, you can create a shortcut key for your Quick Step and add
tooltip text.
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Figure 10: Optional section
Did you know?

Tooltips are included in all the Office apps. Tooltips give the user
more information about the option, before they select it. You can
access this information by hovering over the option.
10. Select Finish. The Quick Step that you created now displays in the Quick Steps
group.
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Use a Quick Step

1. To use a Quick Step, on the Home tab, in the Quick Steps group, select Quick Step.
2. Enter the information for the email.
3. Select Send.
Manage a Quick Step

You might need to edit or delete a Quick Step. If your Quick Step needs modification,
you might want to change it to do something different. For any of these actions,
perform the following steps:
1. On the Home tab, in the Quick Steps group, select the dialog box launcher.
Figure 11: Quick Steps dialog box launcher
2. In the Manage Quick Steps dialog box, select the Quick Step that you want to
manage.
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Figure 12: Manage Quick Steps
3. Select Edit, Duplicate, or Delete.

4. Selecting Edit will return you to the Edit Quick Step dialog box where changes to
the Quick Step can be made.
5. Selecting Duplicate will make a copy of the Quick Step and return you to the Edit
Quick Step dialog box where you can make changes to the Quick Step.
6. Selecting a Quick Step and selecting Delete will delete the Quick Step.
To review more information on Quick Steps, go to: Automate
common or repetitive tasks with Quick Steps
Activity: Guess and tell

How many steps do you think it would take to send an email to the Sales Team? The
email needs to include the Sales Team in the To field and at least one individual in the
Cc field, a subject line, a typed message, and an attachment. Record your guess.
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Count the steps to send an email that meets the task requirements as your teacher
performs the steps. Now, let's assume you are sending a similar email every day. How
many steps would it take each month to send these similar emails?
Follow along as your teacher demonstrates how to create a Quick Step to respond to
these emails in just one step.
Resources required
You'll need the following resources for this activity:
• Locate L1_T1_act_daily_recap_starter.docx in this lesson’s Learning Activity
Resources.
1. Create a Quick Step named New Email with the following actions:
a. Email should be sent to the Sales Team.
b. The email should be copied to another Munson’s employee.
c. The Subject line should read Daily Recap.
d. The text in the message should be:
Please find attached the daily recap of action items from yesterday.
2. Use the Quick Step to send the email, adding the Daily Recap document as an
attachment.
How many steps did it take to send the email by using the Quick Step?
Try-it: Create and use a Quick Step

In this leveled try-it activity, you'll practice creating and using Quick Steps. You’ll
discover for yourself how the Quick Step feature saves you time and effort.
Try-it 1
Resources
You'll need the following resources for this try-it:
• Locate the email sent with Fall Apple Picking Event in the subject (go to the
Lesson 1 folder).
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Instructions
1. Using a Quick Step named Apple, reply to and delete the message.
2. Use the following text for your reply: Our Fall Apple Picking Events are held each
Friday, Saturday, and Sunday, August through October, from noon to 6 p.m.
We'll have Red Delicious, Golden Delicious, and Rome apples for $20 a bushel
when you pick your own.
3. From the Sent folder, copy the reply to Fall Apple Picking Event message to
Try-it 2
Resources
• None
Instructions
1. Create a Quick Step to send a new email.
2. Use the name Peaches and the email address provided by your teacher.
3. Use the Subject: Peach Availability.
4. Enter the following for a message: Could you please give me the dates for the
availability of peaches? Thank you, Danielle Gousse
5. From the Sent folder, copy the Peach Availability message to
Try-it 3
Resources
• Locate L1_T1_try3_weekly_recap_starter.docx in this lesson’s Learning Activity
Resources.
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Instructions
1. In Outlook, go to M4_module_PST_starter folder and Contacts.
2. Select all items (three contacts and a group called Executives) and copy to your
Contacts folder in your mailbox.
3. Create a Quick Step.
4. Name the Quick Step Weekly Events Report.
5. Add the action New Message.
6. Enter the Executives distribution list in the To box.
7. Add the Cc name and email address for Marcos Serna.
8. Use Weekly Events Report for the Subject box.
9. Enter the following message in the Text box:
Please find attached our Weekly Events Recap. I hope this will be helpful during
your end-of-the-week management meeting. If you need more information,
please feel free to contact me, and I'll do my best to provide additional
information.
10. Create a Shortcut key by using Ctrl+SHIFT+1.
11. Create an email by using the Shortcut key, and then attach the
L1_T1_try3_weekly_report.docx to the email.
12. From the Sent folder, copy the Weekly Events Report message to
Topic 2: Use Quick Parts

Quick Parts are another feature in Outlook that help you save time. You can use Quick
Parts to create a block of text, a graphic, or a combination of both, and save them so
that you can use them over and over. Using Quick Parts is easier and faster than using
Copy and Paste because of the time and steps involved in using those options.
Create a Quick Part

To create a Quick Part, perform the following steps:
1. Open a new email message.
2. In the message body, enter the text and graphics that you want to use multiple times
for an email.
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3. Select the text and graphics.

4. On the Insert tab, in the Text group, select Quick Parts.
Figure 13: Text group
5. Select Save Selection to Quick Part Gallery.
Figure 14: Quick Parts options
6. In the Create New Building Block dialog box, give your Quick Part a name, verify
that the Gallery is Quick Parts and that the Category is General. You can provide a
description if you like.
Figure 15: Create New Building Block dialog box
7. Select OK.
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Use a Quick Part

To use a Quick Part that you've created, perform the following steps:
1. In a new email message or in an email message where you want to insert the Quick
Part, on the Insert tab, in the Text group, select Quick Parts.
2. In the General dialog box, select the Quick Part that you wish to insert into your
email.
Figure 16: General dialog box
The Quick Part will be inserted into your email.
Manage a Quick Part

To edit the properties of a Quick Part or to delete it, perform the following steps:
1. On the Insert tab, in the Text group, select Quick Parts,
2. Right-click or access the context menu for the Quick Part that you wish to manage.
3. In the context menu, select Edit Properties to change the name of the Quick Part or
Organize and Delete to delete the Quick Part.
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Figure 17: Context menu for a Quick Part

4. Perform one of the following steps:
a. If you’re changing the name of a Quick Part, enter the new name in the Name
box of the Modify Building Block dialog box, and then select OK.
b. If you’re deleting a Quick Part, verify that you’ve selected the correct Quick Part
in the Building Blocks Organizer, select Delete, select Yes to confirm the
deletion of the Quick Part, and then select Close.
Did you know?

Did you know that you can also use Quick Parts in Microsoft Word?
This Did you know? section was inserted using a Quick Part as well
as the Additional Information link.
If you'd like to know more about using Quick Parts in Microsoft
Word, go to: Use Quick Parts and AutoText in Word
To review more information on Quick Parts, go to: Quick Parts
To review more information on creating reusable text blocks, go to:
Create reusable text blocks for email messages
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Activity: Switch
During this activity, you'll partner with one of your classmates. You'll create the Quick
Part assigned to you by your teacher, and your partner will create the other Quick Part.
After you've both completed your tasks, email your partner by using the Quick Part that
you created.
You'll be creating a Quick Part to remind Munson’s employees within your department
to submit their timesheets. Your partner will create a Quick Part to remind employees
within your department to submit their weekly status reports.
Resources required
• None
1. Pair up with a partner.
2. One partner should create a Quick Part by using the following text:
Name: Time Sheet
Please be sure to submit your time sheet by Wednesday this week so that the
Payroll Department will be able to process your pay for the Friday payday.
Time sheets are due by Wednesday at 5 p.m. Thank you for your cooperation.
When sending this message, use the Subject: Time Sheet Reminder.
3. The other partner should create a Quick Part by using the following text:
Name: Status
Please remember to submit your weekly status report to me by the end of the
day each Friday. I must submit a department status report each week on
Tuesday, and I need your weekly status report to create our department report.
When sending this message, use the Subject: Weekly Status Report.
4. Send an email to your partner by using the Quick Part.
5. From the Sent folder, copy the Time Sheet or Status message to
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Try-it: Use Quick Parts

In this leveled try-it activity, you’ll practice creating and using Quick Parts. You’ll
discover for yourself how the Quick Part feature saves you time and effort.
Try-it 1
Resources
• Locate the email with the subject line Sales Projections.
Instructions
1. Open the email and copy the text.
2. Create a Quick Part by using the message in the email.
3. Create a new message and insert the Quick Part.
4. Send the message to your teacher, using the Subject: Try-It 1.
5. From the Sent folder, copy the Try-it 1 message to
Try-it 2
Resources
• The Quick Part that you created for Sales.
• Munsons_logo_banner_large_illustration.png in the Media folder under Student
Materials.
Instructions
1. Create a new Quick Part and name it Logo. Use the text from the Sales Quick Part
and add the Munsons_logo_banner_large_illustration.png to the Quick Part.
2. Resize the logo to fit the screen with the text under it.
3. Use the Quick Part to send an email to your teacher, using the Subject: Try-it 2.
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4. Edit the properties of the Logo Quick Part and rename it Sales Logo.
5. Delete the Time Sheet and Status Quick Parts.
6. From the Sent folder, copy the Try-it 2 message to
Wrap-up
1. Which of the following is true about Quick Parts?
a. You can use Quick Parts with text and graphics.
b. You can only use Quick Parts to reply to an email.
c. Quick Parts are useful for forwarding email.
d. All the above are true.
2. Which of the following is true about Quick Steps?
a. You can use a Quick Step to include graphics in a block of text.
b. Quick Steps offers a quick way to send repetitive messages to many different
individuals.
c. Quick Steps offers different options that you can perform on received email.
d. None of the above are true.
3. Ivan is working to answer emails for a large business. He would like to find a way to
quickly manage his incoming email. You suggest that Ivan try using
_________________________ to help manage his incoming email.
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4. Match the appropriate features to the tasks that follow.

o Quick Steps
o Quick Parts
Categorize the following items by adding the appropriate feature next to each item.
a. Includes five prebuilt options - _________________________
b. Use for managing incoming email - _________________________
c. Use to create reusable blocks of text - _________________________
d. Offers the option to create a shortcut key - _________________________
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Lesson 2: Using rules to manage

mail
Overview
In Lesson 1, you learned how to quickly create repeating emails and reply to them. In
this lesson, you'll learn about the Outlook rules, which you can use to create and apply
rules to incoming email.
Warm-up
1. Which of the following is a true statement about rules?
a. You can create a rule and apply it to emails that you've already received.
b. A rule will automatically sort email as you receive it.
c. A rule will organize emails into folders.
d. All above are true about rules.
2. When can a rule run?
a. A rule can only run automatically, and you cannot control it.
b. A rule that you previously created will run automatically when you receive an
email.
c. You can only run a rule after you receive an email.
d. You can run a rule any time you wish.
3. To edit a rule that you previously created, you must use the _________________________
option.
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4. Place the following selections in the correct order to create a rule.

Indicate the correct sequence by adding numbers 1-4 next to the following items.
a. Create Rule - _________________________
b. Home - _________________________
c. Move - _________________________
d. Rules - _________________________
Topic 1: Create and run a rule

You can use Outlook rules to define a set of actions to perform when an email meets a
set of criteria. This is another feature that can save time and make managing your
workflow much easier. In this topic, you’ll learn how to create and run rules.
Create a rule
There are two ways to start the process for creating a rule for email. You can either:
1. Select the email, and on the Home tab, in the Move group, select the Rules drop-
down.
Figure 18: Move group
2. Select Create Rule.
Figure 19: Rules menu
Or
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1. Right-click or access the context menu for an email, select Rules, and then select
Create Rule.
Figure 20: Email context menu
2. In the Create Rule dialog box, you can create a set of actions for email that meet a
set of criteria.
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Figure 21: Create Rule dialog box
3. Select and make changes to the appropriate items in the When I get email with all
the selected conditions section. The From check box displays the name of the
person who sent you the email that you selected. The Subject contains box displays
the subject of the email you selected, but you can edit this field.
4. Make selections and changes in the Do the following section. If you select the Play
a selected sound option check box, you'll have to assign a sound by selecting
Browse. If you select the Move the item to folder check box, you'll have to select
the Select Folder option.
5. The Rules and Alerts dialog box displays in which you can choose a folder. If you
need to create a new folder, you can do this by selecting New.
Figure 22: Rules and Alerts dialog box
6. Select OK.
To review more information on email rules, go to: Manage email
messages by using rules
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In this activity, you’ll use rules to separate out the email related to the Pick Your Own
Strawberries event from other email.
Resources required
• Locate the Pick Your Own Strawberries email.
1. Create a rule to Always move messages with the subject Pick Your Own
Strawberries to a Strawberries folder and have it display in the New Item Alert
window. You'll need to create a new folder called Strawberries.
2. To test this rule, send the Pick Your Own Strawberries email to a partner. If the rule
works, the email will be filed in the Strawberries folder. An Alert Window will appear
to alert you that the message has been filed.
Try-it: Create and run a rule

In this leveled try-it activity, you’ll practice creating a rule.
Try-it 1
Resources
• You'll need a partner for this try-it.
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Instructions
1. Create a rule to move any emails from your partner to a folder named for your
partner.
2. After you've finished creating the rule, test the rule by having your partner send you
an email.
Try-it 2
Resources
• Locate the Job Opportunity email.
Instructions
1. Create a rule to Always move messages with the subject Job Opportunity to a
folder named Jobs and display the message in the New Item Alert window.
2. After you've finished creating the rule, test the rule by having your partner send the
Job Opportunity email to you.
Topic 2: Manage rules

In Topic 1, you learned how to create rules. In this topic, you'll learn how to manage
rules by making a copy, modifying, and deleting rules.
Change a rule
To make changes to a rule, perform the following steps:
1. On the Home tab, in the Move group, select Rules, and then select Manage Rules
and Alerts.
2. The Rules and Alerts dialog box displays the rules that you have created.
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Figure 23: Rules and Alerts dialog box
3. Select the rule that you want to change, select Change Rule, and then select Edit
Rule Settings.
Figure 24: Change Rule menu
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4. The Rules Wizard appears, in which you can make changes to the rule by using the
four dialog boxes that the wizard takes you through. After you've made your
changes on one dialog box, select Next or Finish on the last dialog box.
Figure 25: Rules Wizard

5. When you’re making a change to a rule, you might need to provide more
information. If you select the option in Step 2 of the Rules Wizard, you can enter the
required information to create the rule. For example, the from people or public
group option needs the names of the people or group. After you select this option,
you can select the phrase in the Step 2 box to add the names or group in the dialog
box.
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Figure 26: Step 2 of the Rules Wizard
6. The Rule Address dialog box allows you to select the people or group.
Figure 27: Rule Address dialog box
7. Select Finish after you've made all your changes.

8. Select OK.
Copy a rule
To copy a rule, perform the following steps:
and Alerts.
2. The rules that you've created will display in the Rules and Alerts dialog box.
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3. Select the rule that you want to change, and then select Copy.
4. In the Copy rule to dialog box, you can specify the folder to copy the rule to. By
default, the rule is copied to the Inbox folder.
Figure 28: Copy rule to dialog box
5. Select OK.
Choose when to run a rule

By default, a rule runs when a message arrives. If you want to choose when to run a rule,
you can perform the following steps:
& Alerts.
3. Select Run Rules Now.
4. In the Run Rules Now dialog box, you can choose one or multiple rules to run.
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Figure 29: Run Rules Now dialog box
5. Select Run Now.

6. When you've finished running all the rules that you wish to run, select Close.
Delete a rule
To delete a rule, perform the following steps:
& Alerts.
3. Select the rule that you wish to delete, and then select Delete.
4. Confirm the deletion of the rule by selecting Yes.
To review more information on editing a rule, go to: Edit an Outlook
rule
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In this activity, you’ll following along as your teacher demonstrates the steps to manage
a rule.
Resources required
• Open the Pickle Camp email.
Send the Pickle Camp email to your teacher, but don't use the subject Pickle Camp. Use
something else in the subject line. After your teacher has received all the emails in their
inbox, follow along as the teacher demonstrates, by performing the following steps:
1. Create a rule to file emails with the subject Pickle Camp in a folder called Pickle
Camp.
2. Make a copy of the rule.
3. In the copy of the rule, clear the with specific words in the subject option.
4. Change the rule to search for the words Pickle Camp in the subject or the body of
the message.
5. Run the new rule, called Copy of Pickle Camp now.
6. Delete the original rule.
Try-it: Manage rules

In this leveled try-it activity, you’ll manage Outlook rules.
Try-it 1
Resources
• Locate the Job Opportunities rule created in Topic 1 of this lesson.
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Instructions
1. Run the Job Opportunities rule.
2. Make a copy of the Job Opportunities rule.
Try-it 2
Resources
• Locate the Pick Your Own Strawberries rule created in Topic 1 of this lesson.
Instructions
1. Make a copy of the Pick Your Own Strawberries rule.
2. Change the copy of the rule by searching for specific words in the body.
3. Enter information as the specific word to search for in the body.
4. Delete the original rule.

resides.
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Wrap-up
1. Which of the following are criteria that you can set for managing email by using
rules?
a. Move to a folder
b. Play a sound
c. Create a reply
d. Display in an Alert Window
2. Which of the following are options you can use to manage a rule?
a. Delete
b. Change
c. Run now
d. Copy
3. To delete a rule, you must use the _________________________ option in the Rules
group.
4. Tina hopes to clean up her inbox. She has several emails concerning next month's
grand opening. You suggest that Tina create a rule to move all email concerning the
grand opening to a _________________________.
5. Tina has several emails concerning next month's grand opening already in her inbox.
You suggest that Tina use the _________________________ option to move these emails
to the appropriate folder.
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Glossary
Bcc Bcc stands for blind carbon copy and is used to conceal a recipient
email address from the other recipients.
Cc Cc stands for carbon copy and sends a copy of an email to another

recipient.
Distribution list A reusable list of two or more email addresses created within your
contacts list, with an assigned name for the list.
Rule A set of user-defined criteria to help manage email.
Quick Parts A way to create a library of blocks of text to be used repeatedly. The
block of text could include graphics. You can also use Quick Parts in
Microsoft Word.
Quick Step A set of user-defined criteria that you can apply to email messages.
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Cornerstone
Overview
In this Cornerstone, you'll automate email message workflows and processes.
Objectives
The following table outlines the Cornerstone objectives and their corresponding MOS
exam objectives.
Cornerstone project objectives Exam OD
Create, run, and manage automated • Not mapped

message processes
Use rules to automatically manage • Not mapped
messages
Duration
50 minutes

1. Open Outlook.
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9. Select OK twice.

file
instructions:
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Instructions
1. Complete the following tasks.
2. When you’re done with the Cornerstone, assess your completion and enter the
points that you think you earned within the task lists. You can ask your teacher for
help if required.
Tasks
In this Cornerstone, you'll manage emails by using Outlook and you'll work with one file.
The following are the tasks you need to do within this file.
File – M4_cornerstone_PST_starter.pst
Task: Create and use a Quick Step (9 points)
1. Create a Quick Step to send out an email message named Blueberries and
Balloons Weekly. (2 points)
2. Set the Quick Step to send a message to your teacher. (2 points)
3. Set the subject for the message as Blueberries and Balloons vendor spaces. (2
points)
4. Enter the following for the message text: Time is running out to sign up for a
vendor space at the 2020 Blueberries and Balloons Festival. The deadline to
reserve a vendor space is May 15, 2020. Reserve your space before they’re all
gone! (2 points)
5. Send the email by using the Blueberries and Balloons Quick Step to your teacher.
(1 point)
6. From the Sent folder, copy the Blueberries and Balloons vendor spaces message
to M4_cornerstone_PST_starter_Firstname_Lastname.
Points scored: ______ / 9
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Task: Create a Quick Part (6 points)

1. Create a Quick Part with the following message: Our Blueberries and Balloons
Festival will be held Friday, June 26 through Sunday, June 28, 2020, from noon
to 8 p.m. each day at the Munson’s farm. Plan to join us for three days of fun
activities and try our delicious farm-grown food. Admission is free (with a small
fee for pony and hot air balloon rides). You can find information about hotel
accommodations on our website. You can also stay at our campground. Contact
our campground manager for pricing and details. We hope you'll join us at the
Blueberries and Balloons festival this June! (2 points)
2. Name the Quick Part as BB Event by using the default settings. (2 points)
3. Use the BB Event Quick Part to respond to the Blueberries and Balloons Event
email. (2 points)
4. From the Sent folder, copy the reply to the Blueberries and Balloons Event
message to M4_cornerstone_PST_starter_Firstname_Lastname.
Task: Create, edit, delete, and run a rule (8 points)

1. Create a rule to file any emails with the subject Blueberries and Balloons in a folder
called Blueberries and Balloons. (3 points)
2. Copy the Blueberries and Balloons rule. (1 point)
3. Edit the copied Blueberries and Balloons rule so that if the email subject or the
message body contain the words Blueberries and Balloons, the message is filed in
the Blueberries and Balloons folder. (2 points)
4. Run the rule so that it will apply to any message in your inbox. (1 point)
5. Delete the original Blueberries and Balloons rule. (1 point)
TOTAL POINTS: ______ / 23
44
Automating messages

45
Student Guide
40569A
Module 5: Managing calendars
Managing calendars
Contents
Contents ..............................................................2 Activity: Show and tell ........................24
Module overview .............................................5 Try-it: Create a recurring
Description.....................................................5 appointment or event ........................25
Scenario ..........................................................7 Try-it 1 ......................................................25
Lesson 1: Creating appointments and Try-it 3 ......................................................26

events ...................................................................8 Wrap-up .......................................................27
Overview .........................................................8 Lesson 2: Creating and managing
Warm-up ........................................................8 meetings ...........................................................29
Attach the module .pst file ......................9 Overview ......................................................29
Copy content into the module .pst file Warm-up ......................................................29

......................................................................... 10 Topic 1: Create a meeting .....................30
Topic 1: Create an appointment ........ 10 Invite attendees to a meeting.........31
Create appointments ......................... 10 Activity: Show and tell ........................35
Activity: Show and tell ....................... 16 Try-it: Create a meeting ....................36
Try-it: Create an appointment ........ 16 Try-it 1 ......................................................36
Try-it 1...................................................... 16 Try-it 2 ......................................................36
Try-it 2...................................................... 17 Topic 2: Create a meeting from a
Try-it 3...................................................... 18 message .......................................................37
Topic 2: Create an all-day event ........ 19 Activity: Show and tell ........................39
Activity: Discuss and learn ............... 20 Try-it: Create a meeting from a

message ...................................................39
Try-it 1 ......................................................39
Try-it 1...................................................... 21
Try-it 2 ......................................................40
Try-it 2...................................................... 21
Topic 3: Create a recurring meeting ........................................................41
Display tracking status .......................41
Update a meeting ................................42
Modify or remove a recurring item
.................................................................... 23 Cancel a meeting .................................42
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Managing calendars
Activity: Each one, teach one .......... 43 Use Overlay mode to display
Try-it: Track, update, or cancel a multiple calendars ...............................61
meeting ................................................... 44 Activity: Show and tell ........................62
Try-it 1...................................................... 44 Try-it: Manage multiple calendars 63
Wrap-up ....................................................... 45 Open user and resource calendars
Lesson 3: Responding to meeting .....................................................................65
requests ............................................................ 47 Share calendars with users in your
Overview ...................................................... 47 organization ...........................................66
Warm-up ..................................................... 47 Publishing calendar information to

the internet .............................................68
Topic 1: Respond to a meeting
request.......................................................... 48 Activity: Show and tell ........................69
Configure automatic response Try-it: Share calendars .......................70

settings .................................................... 50 Topic 3: Create calendar groups ........71
Work with reminders ......................... 50 Activity: Tell a story .............................72
Activity: Show and tell ....................... 51 Try-it: Create calendar groups ........73
Try-it: Respond to a meeting Wrap-up .......................................................73
request ..................................................... 52 Lesson 5: Printing and sharing your
Try-it 1...................................................... 52 availability.........................................................75
Try-it 2...................................................... 53 Overview ......................................................75
Try-it 3...................................................... 53 Warm-up ......................................................75
Topic 2: Forward a meeting ................. 54 Topic 1: Print calendar information...76
Activity: Show and tell ....................... 55 Outlook Calendar print styles .........77
Try-it: Forward a meeting................. 56 Define print options ............................78
Wrap-up ....................................................... 57 Activity: Popcorn ..................................79
Lesson 4: Coordinating your schedule Try-it: Print calendar information ..79
with others ....................................................... 58 Topic 2: Send availability in an email
Overview ...................................................... 58 message .......................................................80
Warm-up ..................................................... 58 Activity: Tell a story .............................83
Topic 1: Manage multiple calendars 59 Try-it: Send availability in an email
Create and display multiple message ...................................................83
calendars ................................................. 59 Try-it 1 ......................................................83
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Managing calendars
Try-it 2...................................................... 84 Overview ......................................................90

Topic 3: Create automatic replies ...... 84 Objectives ....................................................90
Activity: Show and tell ....................... 86 Duration .......................................................91
Try-it: Create automatic replies ..... 86 Attach the Cornerstone .pst file ..........91
Try-it 2...................................................... 87 .pst file ...........................................................92
Detach the module .pst file .................. 88 Tasks ..............................................................92
Glossary ............................................................ 89 Detach the Cornerstone .pst file.........96
Cornerstone .................................................... 90
4
Managing calendars
Module overview
Description
Microsoft Outlook 2019 provides an extensive array of features to help you send,
receive, and manage email communication. However, Outlook is more than just an email
app. You can also use it to help with your time management skills by scheduling
appointments, events, and meetings, and customizing your calendar.
By the end of this module, you’ll be able to use Outlook to manage appointments and
events. You’ll also be able to create and manage meetings and respond to or forward
meeting requests. Finally, you’ll be able to use the Outlook Calendar to manage your
schedule and coordinate with others to help maintain structure in an otherwise busy
work environment.
Video
Review the concept video to learn about using Outlook to organize
your projects and manage your time more effectively.
The following table provides an outline of the specific lessons and learning objectives
that are covered in this module.
Creating Use Outlook to create appointments, events, • 3.1.1

appointments and recurring events. • 3.2.1
and events • 3.2.4
• 3.2.6
• 3.3.2
Creating and Use Outlook to create new meetings, create • 3.2.2

managing meetings from messages, and update or • 3.2.3
meetings cancel meetings. • 3.2.4
• 3.2.5
• 3.2.6
• 3.3.3
• 3.3.5
5
Managing calendars
Responding Respond to or forward a meeting request. • 3.3.1

to meeting • 3.3.2
requests • 3.3.4
Coordinating Manage multiple calendars, share calendars, • 1.1.1

your and create calendar groups. • 3.1.2
schedule with
others
Printing and Print calendar information, send availability in • 1.4.1

sharing your a message, and create automatic replies. • 1.1.3
availability
Cornerstone: Create, respond to, and manage calendar • 1.1.1

Managing appointments, meetings, and schedules. • 1.1.3
and • 1.4.1
coordinating • 3.1.1
schedules • 3.1.2
• 3.2.1
• 3.2.2
• 3.2.3
• 3.2.4
• 3.2.5
• 3.2.6
• 3.3.1
• 3.3.2
• 3.3.3
• 3.3.4
• 3.3.5
6
Managing calendars
Scenario
There’s never a dull moment working as the Media and Communications department
intern at Munson’s Pickles and Preserves Farm! The Honey Fest is coming up soon and it
will require quite a bit of planning. Several volunteers have already registered for their
participation. Most of the farm employees will also be chipping in and helping with the
fest. To manage everything smoothly, you’ll have to track and manage everyone’s
schedules to avoid conflicts, and to plan tasks.
Cornerstone
This module concludes with a cornerstone project, in which you’ll use the Outlook
Calendar to manage appointments, events, and meetings. During the cornerstone, you
will:
• Create appointments and events.
• Create and manage meetings.
• Manage multiple calendars.
• Share calendar details and availability.
7
Managing calendars
Lesson 1: Creating
appointments and events
Overview
As you progress through your busy day, it can become challenging to effectively
manage your appointments and events. In addition to tracking your current
appointments, you must also manage your recurring appointments. These might be
weekly, monthly, or yearly, and you must set reminders for them. Fortunately, you can
now use the Outlook Calendar to accomplish these tasks, instead of relying on paper
calendars and appointment books. Just imagine the time, effort, and paper you end up
saving!
In this lesson, you’ll learn how to create basic appointments and events. You’ll learn how
to configure appointments and events as recurring items. You’ll also learn how to set
reminders to help you manage your current and future scheduling needs.
Warm-up
1. Which of the following options is an activity that has a start and end date and time,
and does not involve inviting other people or resources?
a. Event
b. Appointment
c. Meeting
d. Session
2. What do you call an activity that usually lasts 24 hours or more?
a. Event
b. Appointment
c. Meeting
d. Session
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Managing calendars
3. When would you want to create a recurring appointment in the Outlook Calendar?
________________________

elements such as email, calendar appointments, tasks, and contacts. These elements are
1. Open Outlook.
contains any required starter elements for the module, such as email, calendar
9. Select OK twice.
9
Managing calendars

such as email, calendar appointments, tasks, and contacts, to the
instructions:
items such as email, calendar appointments, tasks, and contacts.
Topic 1: Create an appointment

An appointment refers to a scheduled activity in the Outlook Calendar that usually
only pertains to the user. Creating an appointment doesn’t involve inviting other people
or reserving resources. For example, you might want to schedule a doctor’s appointment
for a specific date and time. You might also want to create an appointment to remind
you of a final exam coming up in the next couple of weeks.
A typical appointment has a start time and an end time. You can configure it as a one-
time appointment or as a recurring appointment. A recurring appointment is one that
repeats multiple times, or on a regular scheduled basis.
Create appointments
Outlook provides several methods that you can use to create a new appointment. The
most common methods include using the New items menu or navigating directly to the
Calendar to create the appointment.
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Managing calendars
Use the New Items drop-down menu

The New Items drop-down menu is located on the Home tab of the Outlook ribbon.
The primary benefit of using the New Items drop-down menu to create an appointment
is that the menu is available in all Outlook workspaces. For example, if you’re busy
composing an email and need to quickly schedule an appointment, you don’t have to
switch workspaces to display the Calendar.
As the following screenshot depicts, the New Items menu provides a central location
for you to create new items for all of Outlook’s features. These include email messages,
appointments, meetings, groups, contacts, and tasks, as in the following screenshot.
Figure 1: New Items menu
Use the Calendar

The Outlook Calendar is the place to go to review upcoming appointments and
meetings. It’s also most likely the place where you’ll create your new appointments.
As discussed in Module 1: Getting started with Outlook, when you select the Calendar
workspace, your first task is to determine which view is the most appropriate for your
needs. The following screenshot depicts the Calendar with the Day view selected.
11
Managing calendars
Figure 2: Calendar workspace with Day view selected
Notice that the Calendar contains half-hour increments for you to schedule your
appointments. The Work Week and Week views also provide half-hour increments for
displaying and scheduling appointments.
Did you know?

As previously discussed in Module 1: Getting started with Outlook, be
sure to configure your Work time settings in Outlook Options.
Remember that others can only schedule meetings with you during
the days and hours you establish as your workdays. Times and days
not included in the Work time settings display in your calendar as
grayed-out time slots.
12
Managing calendars
The following screenshot depicts the Work time settings that you can modify.
Figure 3: Work time settings
Enter a new appointment in the calendar

To create a simple appointment, select the intended time slot on the Calendar and
enter the subject name of the appointment. When you select an appointment after
creating it, a new Appointment tab displays on the ribbon, as in the following
screenshot.
Figure 4: Appointment options
You can configure several additional settings for an appointment. The following groups
on the Appointment tab contain these settings:
• Actions. In the Actions group, you can open the selected appointment, delete the
appointment, or forward the appointment to an email recipient.
• Attendees. The Attendees group contains the Invite Attendees command. This
essentially turns the appointment into a meeting and allows you to invite other
people or assign resources to the item.
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Managing calendars
• Options. The Options group includes the following commands:

o Show As. You can use this command to specify whether the appointment should
block time in your calendar to indicate unavailability for other potential meeting
invites. You can select from Free, Working Elsewhere, Tentative, Busy, or Out
of Office. By default, when you create a new simple appointment, the Busy
indicator is assigned to it.
o Reminder. This command provides time periods to set a reminder related to the
appointment. By default, a new simple appointment is configured with a 15-
minute reminder to appear before the appointment start time.
o Recurrence. This command specifies a setting to indicate that the appointment is
a recurring item which repeats daily, weekly, monthly, or yearly.
• Tags. The Tags group contains the following commands:
o Categorize. This command organizes Outlook items into color-coded categories.
o Private. You can select this tag to mark the item as private, so others can’t
observe the details of the appointment if they have shared access to your
Calendar.
o High Importance. You can select this tag to mark the item with a high
importance indicator for your reference.
o Low Importance. You can select this tag to mark the item with a low importance
indicator for your reference.
Did you know?
If you need to schedule an appointment for more than the 30-minute
time slot, you can simply select and drag the cursor to highlight the
desired start and end time. You can also hold the Shift key on the
keyboard and select the end time to schedule a larger appointment
duration.
Use the New Appointment command

Another method you can use to create a new appointment in the Calendar is to select
the New Appointment command. You can use this method when you input additional
information, such as the location and specific start and end time periods. You can also
use this method if you want to configure an event use the Scheduling Assistant to
assist in inviting additional attendees, or if you need to configure an online meeting by
using Skype or Microsoft Teams. As the following screenshot depicts, the New
Appointment command opens the Appointment window, where you can customize
advanced options for the appointment.
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Managing calendars
Figure 5: Appointment window
Create an appointment from an email message

At times, you might receive an email message that results in creating an appointment.
For example, a work associate might send you an email to invite you to lunch. You can
simply select the email item in the inbox, and then use the Move command on the
ribbon to move or copy the email item to the Calendar. An Appointment dialog box
opens with details such as the Subject, Start and End times, Show As setting to Busy,
and a 15-minute reminder. The appointment will also include details of the email
message as an attachment or in the memo area, depending on whether you move or
copy the message.
Did you know?

If you choose to move an email message to the Calendar, the email
item is attached to the appointment and removed from the inbox. If
you choose to copy an email from the inbox, the message content is
added to the memo area of the appointment.
Video
To review the video on creating appointments, go to: Create
appointments and meetings
15
Managing calendars

In this activity, your teacher will demonstrate ways to create a new appointment and
configure appointment options in the Outlook Calendar.
Resources required
• None
Pay close attention as your teacher demonstrates the following tasks:
1. Review Outlook Options for the Calendar.
2. Create a new appointment by entering it in the Calendar.
3. Create a new appointment by using the New Appointment command.
4. Configure options for appointments.
Try-it: Create an appointment

In this leveled try-it activity, you’ll verify Outlook settings, create new
appointments, and configure appointment options in the Outlook Calendar.
Try-it 1
Resources
You will need to open and configure the following resources for this try-it:
1. Open M5_module_PST_starter in this module’s Learning Activity Resources folder.
You’ll complete all tasks within this Outlook Data File.
2. On the Calendar workspace, in the Folder Pane, select the Calendar –
M5_module_PST_starter check box.
3. To display only the course-related calendar, clear the check box next to the default
calendar in Outlook.
16
Managing calendars
Instructions
• Open the Outlook Options dialog box, and verify that the Calendar settings are
configured as follows:
o Work hours: 8:00 AM to 5:00 PM
o Work week: Monday to Friday
o First day of the week: Sunday
Try-it 2
Resources
Instructions
1. In the Module 5 Calendar, select the intended date and time and then enter a new
appointment with the following information:
o Date: Use tomorrow’s date
o Time: 11:00 AM
o Subject: Pick up Munson’s event flyers from printer
2. In the Module 5 Calendar, use the New Appointment command to create a new
appointment with the following information:
o Date: Use tomorrow’s date
o Start time: 12:00 PM
o End time: 1:30 PM
o Subject: Lunch with Marcos
o Location: Munson’s lunchroom
o Memo: Bring schedule to discuss upcoming events
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Managing calendars
Try-it 3
Resources
Instructions
1. In the Module 5 Calendar, select the 11:00 AM appointment with the Pick up
Munson’s event flyers from printer subject line.
2. Modify the following options for the appointment:
o Show As: Out of Office
o Reminder: 30 minutes
3. In the Module 5 Calendar, select the 12:00 PM appointment with the Lunch with
Marcos subject line.
4. Open the appointment and then configure the following options for the
appointment:
o Show As: Busy
o High Importance: Selected
Did you know?

You can create new Outlook Calendar items by using the keyboard.
From the Calendar workspace, select the Alt key on the keyboard to
display keyboard commands on the ribbon. For example, to create a
new appointment, you can select Alt+H+I, and then select A. You can
use this for other calendar types as well. Select E for meetings and V
for all day events.
18
Managing calendars
Topic 2: Create an all-day event

An event is different from an appointment in that it’s an activity that lasts at least 24
hours or longer. For example, imagine that you’re out of the office to attend a seminar
that lasts a couple of days. You can schedule the seminar as an event in your Outlook
Calendar. You can only configure the start and end dates for events because they don’t
have specific start and end time periods.
To create an event, in the New Appointment window, select the All day event check
box, as highlighted in the following screenshot.
Figure 6: New event options
After you select the All day event option, observe the following changes:
• The Start time and End time only allows changes to the date. The times are greyed
out.
• The Show As indicator is set to Free.
• The Reminder indicator is set to 0.5 days.
• The Appointment tab and window are renamed to Event.
19
Managing calendars
Did you know?

As you create a new event, be sure to modify the Show As and
Reminder settings as needed. By default, others will observe your
time as free and potentially add you to meeting requests during the
event duration.
For more information on creating an all-day event, go to: Create an
all-day event

In this activity, your teacher will initiate a discussion about the types of events and
provide examples. Talk to your classmates and teacher about events in Outlook and ask
any questions you might have about all-day events.
Resources required
• None
Discuss with your teacher the following concepts:
1. What are some good examples of all-day events?
2. What options do you need to consider when configuring an all-day event in the
Outlook Calendar?
Try-it: Create an all-day event

In this leveled try-it activity, you’ll create an all-day event and configure event
options in the Outlook Calendar.
20
Managing calendars
Try-it 1
Resources
Instructions
• In the Module 5 Calendar, use the New Appointment command to create a new
event with the following information:
o Start Time: Use next Tuesday’s date
o Subject: Hilary’s birthday
o All day event: Selected
o Reminder: 1 day
o Memo: Have the team sign her birthday card!
Try-it 2
Resources
21
Managing calendars
Instructions
event with the following information:
o Start time: Use Monday two weeks from today
o End time: Use Friday two weeks from today
o Subject: Munson’s Blueberry Seminar
o All day event: Selected
o Location: Event center
o Reminder: 1 day
Topic 3: Create a recurring

appointment or event
Sometimes you might want to configure an appointment or event to occur multiple
times. For example, you might have to attend soccer practice from 4 PM to 5 PM every
Tuesday for the next six weeks. Instead of entering six separate appointments in the
Outlook Calendar, you can create a single recurring appointment that covers the
appropriate time period over the next six weeks.
Did you know?

Examples of recurring events that take place on the same date each
year might be birthdays, anniversaries, and holidays.
Create a recurring item

To create a recurring appointment or event, you must either first select an existing item
or create a new item. Then, on the Meeting contextual tab, in the Options group, select
Recurrence. The Appointment Recurrence dialog box opens, as in the following
screenshot.
22
Managing calendars
Figure 7: Appointment Recurrence dialog box
The Appointment Recurrence dialog box contains the following options:

• Appointment time. Specify the start and end time of the recurring item. You can
also specify the duration of the activity that you’re scheduling.
• Recurrence pattern. Configure the frequency of the recurring activity. First, you can
select from a Daily, Weekly, Monthly, or Yearly occurrence. You can then provide
more granular settings such as which day, week, or month to repeat the
appointment or event.
• Range of recurrence. Specify how long the recurring activity should take place. You
can choose to have no end date, end after a set number of occurrences, or end by a
specific date.
• Remove Recurrence. Remove the recurrence setting from an existing appointment
or event.
Modify or remove a recurring item

A recurring item contains many repeating instances of the calendar entry. If you need to
modify or remove a specific appointment in the series, you need to ensure that you
open the appropriate setting to be configured. The following screenshot depicts the
Open Recurring Item prompt that displays when you attempt to open a recurring item
in the Outlook Calendar.
23
Managing calendars
Figure 8: Open Recurring Item dialog box
From this dialog box, you can choose from the following options:
• Just this one. Opens only the instance of the item that you have selected. This
allows you to modify the specific options or delete the item without affecting the
rest of the recurring series of items.
• The entire series. Opens the instance that you have selected. However, any changes
you make to the options will affect the entire series of the recurring item. If you
delete the item, you will delete the entire series of items as well.
Did you know?
If you need to just remove the recurrence setting on a calendar item,
simply open the entire series and select Recurrence. Select Remove
Recurrence to remove the repeating items and keep the original
appointment or event intact.

In this activity, your teacher will demonstrate how to create and modify a recurring
appointment in the Outlook Calendar.
Resources required
• None
1. Create a new appointment.
2. Configure the new appointment as a recurring item.
24
Managing calendars
3. Modify a single instance of the recurring item.

4. Modify the entire series of the recurring item.
Try-it: Create a recurring appointment or event

In this leveled try-it activity, you’ll create and modify a recurring item in the
Outlook Calendar.
Try-it 1
Resources
Instructions
recurring appointment with the following information:
o Start time and End time: Next Monday from 9:00 AM to 9:30 AM
o Subject: Deliver produce to local food bank
o Location: Local Food Bank
o Reminder: 1 day
o Show As: Busy
o Recurrence: Every Monday with no end date
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Managing calendars
Try-it 2
Resources
Instructions
recurring item with the following information:
o Start time and End time: Next Thursday from 5:00 PM to 6:00 PM
o Subject: Munson’s Honey Growers User Group
o Location: Munson’s meeting room
o Reminder: 0.5 days
o Show As: Busy
o Recurrence: On the second Thursday of every month which ends after 5
occurrences.
Try-it 3
Resources
26
Managing calendars
Instructions
• In the Outlook Calendar, modify and cancel the third instance of the Munson’s
Honey Growers User Group item.
Wrap-up
1. Describe the difference between an appointment and an event.

2. Which of the following are valid Show As indicators?
a. Free
b. Busy
c. Out for lunch
d. Working Elsewhere
e. Working at home
3. You want to enter your friend’s birthday in the Outlook Calendar. Which Outlook
item works best for this task?
a. Meeting
b. Appointment
c. Event
d. Task
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Managing calendars
4. You need to ensure that an appointment is repeated every Tuesday over the next
three weeks. Which option should you configure?
a. Reminder
b. End time
c. Show As
d. Recurrence
28
Managing calendars
Lesson 2: Creating and

managing meetings
Overview
Another important aspect of using the Outlook Calendar is the ability to send a meeting
request to one or more people. When integrated with email systems such as Microsoft
Office 365 or Microsoft Exchange, you’ll be able to:
• Determine available time periods for people and resources.
• Keep track of who accepts meeting requests.
• Use the Outlook Calendar to manage scheduled meetings.
In this lesson, you’ll learn how to create and manage meeting requests. You’ll also learn
how to configure advanced meeting options such as scheduling, utilizing the room
finder, and working with time zones. Finally, you’ll learn how to update or cancel
meeting requests.
Warm-up
1. Describe the difference between an appointment and a meeting.

2. As you configure a meeting request, you need to display available times for several
required attendees. Which command on the ribbon will provide this information?
a. Room Finder
b. Scheduling Assistant
c. Address Book
d. Check Names
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Managing calendars
3. You can use Outlook to reserve resources such as rooms and equipment for
meetings.
a. True
b. False
Topic 1: Create a meeting

A meeting is an Outlook Calendar appointment that includes sending invitations to
request other people to participate. Depending upon the email system that you’re using,
you can also use the meeting request to reserve additional resources such as meeting
rooms or equipment.
To create a meeting request, switch to the Outlook Calendar workspace and on the
Home tab. In the New group, select New Meeting. The Meeting window opens as the
Figure 9: New meeting request
A meeting request is like an appointment. However, it contains a number of additional

settings related to scheduling and sending email invitations to potential attendees.
Some of these additional settings include:
• To. Opens the address book to select attendees for the meeting.
• Rooms. Opens the address book, which is automatically filtered to display only room
resources. This option is dependent on the email system that you’re connected to
and its proper configuration by your email administrator.
30
Managing calendars
• Attendees group. Contains a number of commands related to meeting requests:

o Cancel Invitation. Cancels the invitation before it’s sent to other people.
o Address Book. Opens the address book for you to select attendees and
resources. This command is similar to the To option.
o Check Names. Resolves the names that you enter in the To box to verify that
their email addresses are correct and match your contact list.
o Response Options. Enable or disable recipients to respond to your meeting
request and allow new time proposals for the meeting.
• Send. Send the meeting request to the recipients listed in the To box. In addition to
sending the request, the meeting is also scheduled on your calendar during the start
and end time specified in the invitation.
Invite attendees to a meeting

Your first step to creating a meeting invitation is to select the attendees. Similar to a
standard email message, you can invite participants by providing their email addresses
or contact information in the To box of the Meeting window.
If you enter the email address directly into the To box, it’s assumed that the listed name
is required for the meeting. However, you might want to include optional attendees as
well. Selecting the Address Book in the ribbon, or simply selecting the To option opens
the Select Attendees and Resources dialog box.
In the Select Attendees and Resources dialog box, you can select potential attendees
from all the address books available to your profile (as in the following screenshot).
Address books might include your own personal contacts in addition to preconfigured
address books from your email system.
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Managing calendars
Figure 10: Select Attendees and Resources dialog box
The Select Attendees and Resources dialog box provides the following options:
• Search. Use this option to search large address lists for specific names.
• Address Book. This is a drop-down menu of address books and filtered views to
help you find specific attendees and resources.
• Required. If you select a name and then select Required, it’s assumed that the
participant is expected to attend and accept the meeting request.
• Optional. Use this option to specify potential participants that are not critical to the
meeting, but might want to attend if time permits.
• Resources. Use this option to specify resources that you might need for the meeting.
This might include a conference room, media equipment, or any other resources that
your email administrator might have configured within the email system.
Use the Scheduling Assistant

When inviting multiple people to a meeting, it’s often difficult to find a date and time
that fits everyone’s schedule. The Scheduling Assistant helps you to find a meeting
time where all of your attendees and resources are available.
After entering the Subject of the meeting and adding the recipients into the To field, on
the Meeting tab, in the Show group, select Scheduling Assistant. The Scheduling
Assistant provides a representation of the free and busy information related to each
invited attendee, in addition to Room Finder information if selected, as indicated in the
following screenshot.
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Managing calendars
Figure 11: Scheduling Assistant
Did you know?

The Scheduling Assistant provides two methods to quickly find
available times. You can use the AutoPick feature or the Room
Finder. You can access AutoPick from the Options command. You
can access Room Finder from the Options group on the Meeting
tab, which displays the Room Finder pane with all available
conference rooms and suggested times for the meeting.
After the Options button and the start and end times, boxes with color coding and
patterns display. These colors and patterns represent whether a potential attendee is
Busy, Tentative, Out of Office, or Working Elsewhere, and are key to determining
free/busy states for attendees. Your goal is to find a time period where all of your
required attendees are available and don’t have any other appointments scheduled. For
example, in the previous screenshot, the first time all attendees are available is Thursday
from 11:30 AM to 12:00 PM.
After you have determined a successful meeting time, select Send to send email
invitations to each of the recipients. Resources such as rooms will automatically accept
the meeting request as configured by the email administrator.
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Managing calendars
Configure meeting options

Similar to appointments and events, you can categorize meetings with the following
options:
• Show As. Specify marked time on the calendar. Options include Free, Working
Elsewhere, Tentative, Busy, and Out of Office. These same indicators are used on
the Scheduling Assistant to illustrate free/busy time.
• Reminder. Specify when you want to receive a reminder for the start of the meeting.
The default setting is 15 minutes.
• Recurrence. Schedule the meeting to repeat at a specified interval. The options are
identical to what was previously discussed with recurring appointments and events.
Work with multiple time zones

Sometimes, you might need to arrange online meetings with attendees from various
time zones. In such situations, you can find it helpful to display multiple time zones in
your Outlook Calendar.
To add time zones to your calendar, open Outlook Options, and then select the
Calendar section. As the following screenshot depicts, you can configure two time
zones with labels to be displayed on your Outlook Calendar.
Figure 12: Configuring time zones
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Managing calendars
The following screenshot depicts an example of two time zones configured with Pacific
and Central labels.
Figure 13: Calendar depicting two time zones
For more information on scheduling meetings using Outlook, go to:
Schedule a meeting with other people or Use the Scheduling Assistant
and Room Finder for meetings in Outlook

In this activity, your teacher will demonstrate how to create a meeting invitation with
multiple recipients in the Outlook Calendar.
Resources required
• None
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Managing calendars
1. Create a new meeting in the Outlook Calendar.
2. Invite attendees to a meeting.
3. Determine availability using the Scheduling Assistant.
4. Review options for meetings.
Try-it: Create a meeting

In this leveled try-it activity, you’ll create new meetings, invite attendees, and
configure meeting options in the Outlook Calendar.
Try-it 1
Resources
• One or more partners as assigned by your teacher.
• Email addresses for each of your assigned partners.
Instructions
• In the Outlook Calendar, create a new meeting invite using the following
information:
o To: Add the email addresses of your assigned partners
o Subject: Blueberry festival Planning Session
o Location: Conference Room 1
o Start time: Tomorrow at 10:30 AM
o End time: Tomorrow at 11:30 AM
Try-it 2
Resources
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Managing calendars
Instructions
• In the Outlook Calendar, use the Scheduling Assistant to help create a new
meeting invite by using the following information:
o Subject: Munson’s weekly status meeting
o Use the Scheduling Assistant to determine the best time to schedule a meeting
on either a Tuesday or Wednesday.
o Recurrence: Every week on the day and time you have determined by using the
Scheduling Assistant.
Topic 2: Create a meeting from a

message
Sometimes, you might receive email messages that lead to a need for meetings. For
example, your coworker might have an important question about a project that has an
approaching deadline. To figure out the best approach, you might need to set up a
meeting with your coworker and/or others. In such situations, in addition to standard
responses, you can also respond to an email message by replying with a meeting
request.
As the following screenshot depicts, the Respond group contains the Meeting
command, which you can use to reply to a message with a meeting request. The
Respond group is located on the ribbon of the Mail workspace and on the ribbon of an
open email message.
Figure 14: Meeting response option
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Managing calendars
When you select Meeting as a response to an email message, the standard Meeting
window displays, as the following screenshot depicts. The memo section of the meeting
request also includes the content of the email message.
Figure 15: Meeting response from an email message
The meeting response provides access to all of the standard meeting options such as
the Scheduling Assistant, Room Finder, Reminder, Recurrence, and other options, as
previously discussed.
Did you know?

If your original email contains multiple recipients, your meeting
request will automatically include all recipients from the To and Cc
lines.
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Managing calendars

In this activity, your teacher will demonstrate how to respond to an email message with
a meeting invitation in the Outlook Calendar.
Resources required
• None
1. Respond to an email message with a meeting request.
2. Invite attendees to a meeting.
3. Review additional options for meetings.
Try-it: Create a meeting from a message

In this leveled try-it activity, you’ll create a meeting response from an email
message in Outlook.
Try-it 1
Resources
• One partner as assigned by your teacher.
• Email address for yourself and for your assigned partner.
Instructions
1. Send a new email message to your partner with the following information:
o To: Add the email address of your assigned partner
o Subject: Meet for lunch
o Content: Hi there, let’s meet for lunch to discuss plans for the cookbook
edits.
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Managing calendars
2. From your partner’s inbox, select the message with the subject “Meet for lunch.”
Respond by creating a new meeting invite by using the following information:
o To: Verify that your assigned partner’s email address is listed
o Subject: Meet for lunch
o Location: Lunch Room
o Start time: Tomorrow at 12:00 PM
o End time: Tomorrow at 1:00 PM
Try-it 2
Resources
• One partner as assigned by your teacher.
• Email address for yourself and your assigned partner.
• Additional email addresses for potential attendees.
Instructions
1. Send a new email message to your partner with the following information:
o To: Add the email address of your assigned partner
o Subject: Meet to discuss project plan for festival
o Content: Hi there, can we organize a meeting to discuss the project plan for
the Blueberry festival? Let’s invite the rest of the team. I should be available
sometime later this or next week.
2. From your partner’s inbox, select the message with the subject “Meet to discuss
project plan for festival.” Respond by creating a new meeting invite by using the
following information:
o To: Add the additional email addresses of your assigned attendees.
o Subject: Meet to discuss project plan for festival
o Use the Scheduling Assistant to determine the best time to schedule a meeting
on either a Wednesday or Thursday.
Video
To review the video on how to create a meeting request from an email
message, go to: Respond to an email message with a meeting request
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Managing calendars

meeting
After you have sent a meeting request and the attendees have responded, you
might want to display tracking status to determine how each recipient has responded to
the request. There might also be times when you need to change meeting details after
scheduling it. For example, you might need to change the meeting time or the
attendees, or you might even have to cancel the meeting altogether.
Display tracking status

When you’re organizing a meeting, it’s beneficial to keep track of who has responded to
the meeting request. The Outlook Calendar provides a meeting tracking feature, which
contains a list of all the proposed attendees and their responses.
To use the tracking feature, select or open a current meeting request to display the
options on the Meeting tab ribbon. When you select the Tracking button in the Show
group, the tracking status opens, as depicted in the following screenshot.
Figure 16: Displaying tracking status for a meeting
The tracking status provides information such as:

• People who have invites to the meeting.
• Whether a person is a required or optional attendee.
• The attendee’s current response to the meeting invite.
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Managing calendars
Update a meeting
You can update a scheduled meeting at any time, regardless of how many people have
responded to the request. When you open a scheduled meeting, all the same options
are available as when you created the new meeting. You can change options such as the
Subject, Location, Start time, End time, Show As, and Reminder. You can also add or
remove attendees, or use the Scheduling Assistant to find a new meeting time, if
needed.
As the following screenshot depicts, the primary difference between scheduling and
updating a meeting is the Send Update button. Selecting this sends a new email to the
list of attendees notifying them of the changes requesting approval.
Figure 17: Updating a meeting request
Cancel a meeting
To cancel a scheduled meeting, select or open the meeting in your Outlook Calendar.
On the ribbon, in the Actions group, select Cancel Meeting.
As the following screenshot depicts, you can select the Send Cancellation button to
send a new email to the attendees notifying them of the cancellation.
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Managing calendars
Figure 18: Cancelling a meeting request
After you send the cancellation message, Outlook removes the scheduled meeting from
your calendar. All other attendees receive an email message with a notification that the
meeting is cancelled. They will also receive an option to remove the meeting from their
calendar.
For more information on cancelling a meeting, go to: Cancel a
meeting

In this activity, you’ll work with a partner to research how to cancel a meeting. You’ll
then teach each other what you’ve learned. Your teacher will guide the class through
this activity.
Resources required
• None
1. Pair up with a classmate.
2. Search Outlook Help or open a support article about how to cancel a meeting
request.
3. Teach your partner what you learned, and then discuss with them what they learned.
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Managing calendars
Try-it: Track, update, or cancel a meeting

In this leveled try-it activity, you’ll update and cancel a meeting in the Outlook
Calendar.
Try-it 1
Resources
• Two partners as assigned by your teacher.
Instructions
1. In the Outlook Calendar, create a new meeting invite using the following
information:
o To: Add the email address of one of your assigned partners
o Subject: Budget planning
o Start time: Next Tuesday at 2:00 PM
o End time: Next Tuesday at 3:00 PM
2. In the Outlook Calendar, create a new meeting invite using the following
information:
o To: Add the email address of all your assigned partners
o Subject: Lunch Meeting
o Location: Lunch Room
o Start time: Next Thursday at 12:00 PM
o End time: Next Thursday at 1:00 PM
3. Update the Budget planning meeting with the following changes:
o To: Add the email address of your second assigned partner
o Start time: Next Wednesday at 2:00 PM
o End time: Next Wednesday at 3:00 PM
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Managing calendars
Try-it 2
Resources
• Two partners as assigned by your teacher.
• Completed Try-it 1.
Instructions
• Cancel the meeting with the subject of Lunch Meeting that was scheduled for next
Thursday.
Wrap-up
1. The To option opens the ________________________, which contains a list of names and
email addresses.
2. After attendees accept your meeting request, you cannot make any changes to the
meeting options.
a. True
b. False
3. The Scheduling Assistant can depict if a potential attendee is working elsewhere
during the proposed meeting time.
a. True
b. False
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Managing calendars
4. You need to determine which attendees have responded to your meeting request.
Which option provides this information?
a. Scheduling Assistant
b. Response Options
c. Show As
d. Tracking
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Managing calendars
Lesson 3: Responding to
meeting requests
Overview
When you receive a meeting request, you need to submit an appropriate response to
the organizer. Responding to the invite is important so that the organizer can accurately
track details of the meeting and set expectations on who will or will not be in
attendance for the meeting.
In this lesson, you’ll learn how to respond to a meeting request. You’ll also learn how to
work with reminders and forward a meeting request to other potential attendees.
Warm-up
1. Describe why it’s important to respond to a meeting request.

2. You have received a meeting request; however, the meeting time will not work with
your schedule. You have an alternate time that is open. Which of the following
options should you use to respond to the meeting request?
a. Accept
b. Propose New Time
c. Move to
d. Follow Up
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Managing calendars
3. You receive a reminder to attend a meeting in 30 minutes. You would like to be

reminded again five minutes before the meeting starts. Which of the following
options would you select?
a. Snooze
b. Dismiss
c. Tentative
d. Follow Up
Topic 1: Respond to a meeting request

Responding to a meeting request means that you’re communicating your intentions
for attending the meeting. Depending upon your available time and interest, you have
options to provide various responses to the meeting organizer.
When you open a meeting request message, the Meeting tab contains the Respond
group of commands, as in the following screenshot.
Figure 19: Responding to a meeting request
Possible responses to the meeting request include:

• Accept. Accept the proposed date and time for the meeting.
• Tentative. Indicate that you might attend, depending on availability.
• Decline. Indicate that you will not be able to attend the meeting on the proposed
date and time.
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Managing calendars
When you select any of the previous responses, you can choose from various additional
options for the organizer. Possible options for each response include:
• Edit the Response before Sending. Provide additional information in the form of an
email response to the meeting organizer.
• Send the Response Now. Send the meeting response without any additional
information or communication.
• Do Not Send a Response. Choose not to send any response or communication to
the meeting organizer. Note that if you select this option, the meeting organizer will
not know whether you have accepted the meeting request or plan on attending the
meeting.
If a meeting request doesn’t work for you at the specified date or time, you can respond
to the request by selecting the Propose New Time option. When you select this option,
you can choose to tentatively accept the request but propose a new time. You can also
decline the original request and propose a new time.
After you make the appropriate selection, the Propose New Time dialog box opens, as
in the following screenshot. This feature is quite similar to the Scheduling Assistant.
Figure 20: Propose a new time for a meeting request
After you select the newly proposed time, select Propose Time to send the response to
the meeting organizer.
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Managing calendars
Configure automatic response settings

The Calendar section of the Outlook Options dialog box provides settings to
automatically accept or decline meeting requests based upon specific circumstances. As
the following screenshot depicts, after you select Auto Accept/Decline, the Automatic
Accept or Decline dialog box opens.
Figure 21: Configuring Automatic accept or decline
In the Automatic Accept or Decline dialog box, you can specify how automatic
responses occur by selecting from the following options:
• Automatically accept meeting requests and remove canceled meetings. Select
this option to have Outlook automatically accept and schedule all meeting requests
in your calendar, and automatically remove all canceled meetings.
• Automatically decline meeting requests that conflict with an existing
appointment or meeting. When you select this option, Outlook automatically
declines any meeting request that conflicts with an existing appointment or meeting
in your calendar. Outlook also sends a decline notice to the meeting organizer for
tracking.
• Automatically decline recurring meeting requests. Select this option to
automatically decline any meeting requests that are configured with a recurrence
setting.
Work with reminders

Before sending a meeting request, the organizer often configures a default reminder to
ensure that attendees are reminded of the start to the scheduled meeting. As the time
for the meeting gets closer, the Reminder window displays as configured by the
organizer.
As the following screenshot depicts, the Reminder window provides information about
an upcoming meeting. This information includes the subject line, the start time, and the
amount of time until the meeting starts.
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Managing calendars
Figure 22: Reminder window
You can also select from the following options as a response to the reminder:
• Dismiss. Selecting this option stops reminders for the meeting.
• Dismiss All. Select this option if you have several meetings and/or appointments
scheduled within the configured time period. This option dismisses all the listed
items at once. By choosing this option you won’t have to select and dismiss each
meeting or appointment one at a time.
• Snooze. Set another reminder to prompt you again closer to the actual meeting or
appointment time. The drop-down menu provides time periods from 5 minutes to 2
weeks.
Did you know?
You can set reminders for all calendar items, including appointments,
events, and meeting requests.

In this activity, your teacher will demonstrate how to respond to a meeting request in
the Outlook Calendar.
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Managing calendars
Resources required
• None
1. Create a new meeting in the Outlook Calendar and invite attendees.
2. Observe the email that contains the meeting invite.
3. Review the response options and then respond to the meeting invite.
4. Review the reminder options.
Try-it: Respond to a meeting request

In this leveled try-it activity, you’ll create new meetings, invite attendees, and
configure meeting options in the Outlook Calendar.
Try-it 1
Resources
• Three partners as assigned by your teacher.
Instructions
1. Partner 1 only: In the Outlook Calendar, create a new meeting invite using the
o Subject: Plan Munson’s Shareholder’s meeting
o Start time: next Monday at 8:30 AM
o End time: next Monday at 10:00 AM
2. Partners 2 and 3 only: When you receive the meeting invitation from Partner 1 in
your inbox, accept the meeting and send the response now.
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Managing calendars
Try-it 2
Resources
• One to three partners as assigned by your teacher.
Instructions
o Subject: Discuss work schedule for seasonal cleanup
o Start time: next Wednesday at 3:30 PM
o End time: next Wednesday at 4:30 PM
your inbox, tentatively accept the meeting and edit the response before sending. For
your edited response, provide a reason why you might not attend the meeting, and
then send the response.
Try-it 3
Resources
• One to three partners as assigned by your teacher.
Instructions
o Location: Local restaurant
o Start time: next Friday at 12:00 PM
o End time: next Friday at 1:00 PM
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Managing calendars
your inbox, propose a new time by declining the meeting and send an alternate time
for the meeting.
Topic 2: Forward a meeting

When you schedule and manage meetings with your contacts, there might be
situations in which you need to forward a meeting request to another person. For
example, imagine that a friend lets you know a week before your revision meetup that
they want to join as well. You want to add your friend, who was not on the original
attendee list. As the meeting organizer, you can update the original meeting to add
friend. Any of your other friends on the original invite can also forward the invite to your
friend.
To forward a meeting to another person, open the meeting and on the Meeting Series
tab, in the Actions group, select Forward. The following screenshot highlights this
option.
Figure 23: Forwarding a meeting
After you select Forward, a standard email message opens, which contains the meeting
details. The message also indicates that the invite is sent on behalf of the meeting
organizer.
Note: When you forward a meeting to another person, Outlook sends an email
notification to the meeting organizer as the following screenshot depicts. However,
existing attendees are not notified when you forward a meeting request to another
person.
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Managing calendars
Figure 24: Meeting forward notification
For more information on how to forward a meeting, go to: Forward a
meeting

In this activity, your teacher will demonstrate how to forward a meeting invitation in the
Outlook Calendar.
Resources required
• None
1. Create a new meeting in the Outlook Calendar and invite attendees.
2. Observe the received email that contains the meeting invite.
3. From the recipient calendar, forward the meeting to another person.
4. Review the Meeting Forward Notification from the organizer’s inbox.
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Managing calendars
Try-it: Forward a meeting

In this standalone try-it activity, you’ll create a new meeting request, and then
forward a meeting request to a new recipient.
Resources
Instructions
o To: Add the email address of Partner 2
o Subject: Plan Honey Festival Print Media
o Start time: next Monday at 10:30 AM
o End time: next Monday at 11:00 AM
2. Partner 2 only: When you receive the meeting invitation from Partner 1 in your
inbox, accept the meeting and send the response now.
3. Partner 2 only: Forward the meeting invitation to Partner 3.
4. Partner 3 only: When you receive the meeting invitation from Partner 2 in your
inbox, accept the meeting and send the response now.
5. Partner 1 only: Review the Meeting Forward Notification in the Outlook inbox.
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Managing calendars
Wrap-up
1. You can use the ________________________ response option to indicate that you might
attend as time or circumstance allows.
2. The ________________________ is the person that creates the meeting request and sends
the meeting invitations.
3. Any required attendee can cancel a scheduled meeting.
a. True
b. False
4. When you forward a meeting to another person, meeting attendees are not notified.
a. True
b. False
5. You can configure Outlook to automatically respond to meeting requests.
a. True
b. False
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Managing calendars
Lesson 4: Coordinating your

schedule with others
Overview
An interesting aspect of organizing a meeting is the ability to use the Scheduling
Assistant to discover other people’s available times. However, there might be times
when you would like to review a coworker’s actual calendar to determine availability.
You might also need to coordinate your schedule and share your calendar with other
people. Or, you might be part of a project team that needs access to a shared project-
based calendar to organize specific tasks.
In this lesson, you’ll learn how to coordinate your schedule with others by using various
methods to share and provide access to your calendar. You’ll also learn how to create
new calendars and display multiple calendars in a more efficient manner. You’ll do this
by using features such as side-by-side mode, Overlay mode, and Calendar Groups.
Warm-up
1. Describe some of the challenges in sharing your calendar information with other
users.

2. You need to share your calendar information with a person outside of your
organization. The calendar will be updated on a regular basis. Which of the following
is the best option?
a. Email your calendar.
b. Publish your calendar to an online Web-based Distributed Authoring and
Versioning (WebDAV) server.
c. Modify calendar permissions to allow access to the user.
d. Share your calendar using Outlook.
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Managing calendars
3. Which of the following options will merge multiple calendars on top of each other?
a. Overlay mode
b. Schedule view
c. Calendar Groups
d. Side-by-side mode
Topic 1: Manage multiple calendars

As you use the Outlook Calendar to manage your schedule, you’ll quickly learn that
it can do more than just keep track of your personal appointments and meetings. You
might belong to one or several committees at school, or maybe you manage the
schedule for a sports team. You might also need a way to track bookings for a resource,
such as a room or equipment, without having to rely on the email administrator to set it
up in the email system. The Outlook Calendar supports the creation and management
of multiple calendars so that you can organize your various schedules.
For each of these scenarios, creating a new calendar specifically for the project or
committee enables you to:
• Focus only on a resource or committee schedule without having to filter through
unrelated personal calendar entries.
• Keep your personal schedule separate from the specific resource or committee
calendars.
• Share calendar information more securely, without having to worry about people
inadvertently viewing items in your personal calendar.
Create and display multiple calendars

If you engage in various committee or project team activities, you’ll know that each
project likely has its own schedule made up of meetings and deadlines. To help manage
each specific schedule, you can create a new calendar by using one of the following
methods:
• From the Calendar workspace, on the Home tab of the ribbon, select Open
Calendar, and then select Create New Blank Calendar.
• From the Calendar workspace, on the Folder tab of the ribbon, select Create New
Calendar.
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Managing calendars
Either method opens the Create New Folder dialog box, as the following screenshot
depicts.
Figure 25: Create a new calendar using the Create New Folder dialog box
To create a new calendar, enter an appropriate name in the Name box, and in the
Folder contains drop-down menu, select Calendar Items. For the final step, select
where to place the folder. This location would typically be in your main Outlook data
file.
As the following screenshot depicts, each of your calendars are listed in the Folder
Pane, under the My Calendars group on the Calendar workspace. Multiple calendars
are, by default, displayed in side-by-side mode.
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Managing calendars
Figure 26: Viewing multiple calendars
You can also hide or display specific calendars by selecting the check box next to the
calendar name.
Use Overlay mode to display multiple calendars

Comparing the schedules of multiple calendars can be difficult when displayed in side-
by-side mode. This can become increasingly cumbersome when you have multiple
calendars to select, display, and manage.
Overlay mode provides a way to display a merged version of multiple selected
calendars. The following screenshot illustrates Overlay mode with Calendar and
Munson’s Shareholders Event Calendar selected. Note that scheduled items from
both calendars display in a single window. Calendar items are also color-coded to help
distinguish which calendar the scheduled item belongs to.
To display selected calendars in Overlay mode, on the Calendar workspace, select the
View tab. As depicted in the following screenshot, the Overlay option enables the
merged view. You can also select the Overlay option to revert back to side-by-side
mode as needed.
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Managing calendars
Figure 27: Displaying calendars using Overlay mode
For more information on creating and displaying multiple calendars,
go to: Create additional calendars and View multiple calendars at the
same time

In this activity, your teacher will demonstrate how to manage multiple calendars in
Outlook.
Resources required
• None
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Managing calendars
1. Create a new Outlook Calendar.
2. Hide and display calendars in the Calendar workspace.
3. Compare multiple calendars using side-by-side mode and Overlay mode.
Try-it: Manage multiple calendars

In this standalone try-it activity, you’ll create a new calendar and manage the
display of multiple calendars.
Resources
• None
Instructions
1. In the Outlook Calendar workspace, create a new calendar using the following
information:
o Name: Munson’s Summer Event Committee Calendar
o Folder contains: Calendar Items
o Select where to place the folder: Select your default Outlook profile.
2. Select the Munson’s Summer Event Committee Calendar, and then select New
Appointment to create a new recurring appointment with the following information:
o Start time and End time: Next Tuesday from 10:00 AM to 11:00 AM
o Subject: Event Committee Status Meeting
o Location: Conference Room
o Reminder: 1 day
o Show As: Busy
o Recurrence: Every Tuesday with no end date
3. In the Outlook Calendar workspace, create a new calendar using the following
information:
o Name: Soccer Team Practice and Game Schedule
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Managing calendars
4. Select Soccer Team Practice and Game Schedule, and then select New
Appointment to create a new recurring appointment with the following information:
o Start time and End time: Next Tuesday from 4:00 PM to 5:00 PM
o Subject: Team Practice
o Location: Soccer field 1
o Reminder: 1 day
o Show As: Busy
o Recurrence: Every Tuesday with no end date
5. Enable Overlay mode using only the Munson’s Summer Event Committee
Calendar and the Soccer Team Practice and Game Schedule calendars.
6. Review how the appointments display. (You might need to browse to the date on
which you created the appointments.)
7. Switch back to side-by-side mode to display only the Munson’s Summer Event
Committee Calendar and the Soccer Team Practice and Game Schedule
calendars.
Topic 2: Share calendars

When you’re working on committees or project teams, you often need to share calendar
information between team members. For example, at times you might need to only
share available time and details from your calendar. Sometimes, you might go one step
further and create a shared calendar for all team members to manage a project
schedule. Depending on your specific requirements, Outlook provides several options
for sharing and opening calendar information between users.
Did you know?

Many of Outlook’s calendar-sharing features require a connection to
a supported and configured email system such as Office 365 or
Microsoft Exchange Server. Check with your email administrator to
verify which features will work in your school or organization.
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Managing calendars
Open user and resource calendars

By default, all users in the same Office 365 or Microsoft Exchange organization have the
ability to open and display user and resource calendars. However, only free/busy details
will display, similar to what the Scheduling Assistant provides. You will not be able to
observe, add, or edit any additional calendar details.
Did you know?

You can use the Calendar Permissions command on the Home or
Folder tabs to change the default permissions assigned to your
calendar to provide full access to other users in your organization.
This is only recommended for specific scenarios and should be
changed with caution. Consult with your email administrator on
proper sharing policies within your school or organization.
To open another user’s calendar or resource calendar, switch to the Calendar

workspace, and then on the Home or Folder tabs of the ribbon, select Open Calendar.
the following screenshot depicts the options in the Open Calendar drop-down menu.
Figure 28: Open Calendar options
You can use the following Open Calendar options for opening other people’s shared
calendars:
• From Address Book. This option opens the Address Book, where you can select a
contact name and open their shared calendar. You can also use this option to select
resource calendars that have been configured as user accounts in Exchange.
• From Room List. Selecting this option opens a filtered display of the Address Book
with only the configured room resources from the email system.
• From Internet. Use this option to open the New Internet Calendar Subscription
dialog box, where you can connect to and open calendars that have been published
to supported internet locations.
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Managing calendars
• Create a New Blank Calendar. This option creates a new calendar.

• Open Shared Calendar. This option prompts you to enter the name of a specific
person or resource to open its shared calendar.
Did you know?

You can only open a user or resource’s default calendar by using the
From Address Book and Open Shared Calendar commands.
Additional calendars must be directly shared with you with
appropriate permissions assigned by the owner of the calendar.
Share calendars with users in your organization

Members of the same committee or project team often work with a shared calendar to
manage schedules and organize meetings and events. As discussed previously, you can
create additional calendars to support the scheduling needs of your project teams.
After creating a new calendar for the team, you need to share the calendar with users
that require access and assign them appropriate permissions. To share a calendar,
switch to the Calendar workspace and in the Folder Pane select the calendar. In the
Share group, select Share Calendar as depicted in the following screenshot.
Figure 29: Share Calendar
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Managing calendars
After you select Share Calendar, Outlook opens a Sharing invitation email message, as
the following screenshot depicts.
Figure 30: Sharing invitation email message
The Sharing invitation email contains the following options that you must fill out
before sending the invitation to recipients:
• To. Enter the name or names of the users that should have access to the shared
calendar.
• Subject. Enter a subject related to the invitation. By default, the subject line will be
filled in with the name of the selected calendar to be shared.
• Recipient can add, edit, and delete items in this calendar. Select this check box to
ensure that users can have full access to add and remove items from the calendar. If
you don’t select this check box, recipients have read-only access to the calendar.
After you send the invitation, all listed recipients receive the Sharing invitation email in
their inbox. As the following screenshot depicts, recipients can select Open this
Calendar to display the calendar in the Calendar workspace, and to add the calendar to
their folder list.
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Managing calendars
Figure 31: Sharing invitation received
Publishing calendar information to the internet

On occasion you might need to share calendar information with people outside of your
organization. Outlook 2019 provides a feature to publish your calendar online to a
WebDAV server. WebDAV is a common protocol used for file and calendar-hosting
services. When you publish calendar information, you’re still able to control the amount
of information that is published and synchronized with the service.
Did you know?

If you’re connected to Office 365, you might observe the Publish This
Calendar command. If you select this command, you’re directed to
your online account settings to configure calendar publishing using
Office 365. Consult with your email administrator for more
information about publishing calendars with Office 365.
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Managing calendars
To publish your calendar to a WebDAV server, on the Home tab, in the Share group,
select Publish Online, and then select Publish to WebDAV Server. The Publish
Calendar to Custom Server dialog box opens as depicted in the following screenshot.
Figure 32: Publish calendar details
In the Publish Calendar to Custom Server dialog box, complete the following fields:
• Location. Enter the URL of the online WebDAV sharing service.
• Time Span. Select the amount of time that you want to publish online. By default,
Whole calendar is selected. However, you can specify a specific range of time to
minimize the amount of information published.
• Detail. Select the amount of detail that you want to publish online. Options include:
o Availability only. Only displays Free, Busy, Tentative, Working Elsewhere, or
Out of Office.
o Limited details. Includes availability indicators, but also includes the subject of
each calendar item.
o Full details. Includes all availability and provides full details of calendar items.
• Advanced. Provides more advanced settings, including update frequency and
whether you want to include details of items that are marked private.

In this activity, your teacher will demonstrate how to share an Outlook Calendar.
Resources required
• None
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Managing calendars
1. Open a user’s calendar to display default information.
2. Create a new Outlook Calendar.
3. Share an Outlook Calendar with a group of users.
Try-it: Share calendars

In this standalone try-it activity, you’ll create a new calendar and then share a
calendar with a partner.
Resources
• A partner as assigned by your teacher.
Instructions
1. Partner 1 only: In the Outlook Calendar workspace, create a new calendar using the
o Name: Munson’s Media Booking Calendar
2. Partner 2 only: In the Outlook Calendar workspace, create a new calendar using the
o Name: Munson’s Honey Festival Committee Calendar
3. Partner 1 only: Share the Munson’s Media Booking Calendar with Partner 2.
Choose to allow your partner to add, edit, and delete items in the calendar.
4. Partner 2 only: Share the Munson’s Honey Festival Committee Calendar with
Partner 1. Choose to allow your partner to add, edit, and delete items in the
calendar.
5. From your inbox, review the Sharing invitation email received from your partner
and then open the shared calendar. Verify that the calendar is displayed in your
folder list.
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Managing calendars
Topic 3: Create calendar groups

You can use a calendar group to organize and display several calendars at the same
time. For example, you might find it beneficial to create a calendar group that contains
your project team’s individual calendars. By doing so, you can quickly observe
everyone’s calendars at the same time to determine availability.
To create a calendar group, on the Home tab of the ribbon, select Calendar Groups, as
in the following screenshot.
Figure 33: Creating a Calendar Group
When you select Calendar Groups, two options are available:

• Create a New Calendar Group. Select this option to create a new calendar group of
user’s default calendars. When you select this option, you’re prompted to provide a
name for the group and then select team members from the address list.
• Save as New Calendar Group. Select this option to create a new calendar group
from a set of selected calendars in your folder pane. This option is for organizing
calendars that you might already have in your folder list, and which you frequently
review at the same time.
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Managing calendars
The following screenshot depicts an example of a calendar group named Event

Planning Team Members. This calendar group contains four calendars that are
displayed in the Calendar workspace.
Figure 34: Calendar group listed in the Folder Pane
As discussed previously, you can select or clear the check box next to each user calendar
to enable or disable the calendar in the workspace.
To remove a calendar group, right-click or access the context menu for the group name
and then select Delete Group. Be careful with this option, because if you select it, all
calendars within the group will also be removed from your folder list. If you need to
keep the attached calendars in your folder list, move the calendars to an alternate group
before deleting the current group.
Video
To review the video on how to use a calendar group, go to: Create,
view, or delete a calendar group

In this activity, your teacher will describe a scenario and perform a demonstration to
help you understand how to create a calendar group.
Resources required
• None
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Managing calendars
You teacher will use the Outlook Calendar to create a calendar group. Pay close
attention as your teacher explains and demonstrates the following tasks:
1. Open recipient Outlook calendars.
2. Create a new calendar group using the address book.
3. Create a new calendar group using existing recipient calendars in the folder list.
Try-it: Create calendar groups

In this standalone try-it activity, you’ll create a new calendar group and add group
members.
Resources
Instructions
1. In the Outlook Calendar workspace, create a new calendar group using the following
information:
o Name: Munson’s Executive Group Calendar
o Members: Add your partner’s names to the calendar group
2. Review the folder list to verify that the group is created and that your partners are
members of the group.
Wrap-up
1. You can use the ________________________ command to share a calendar with a user in
your organization.
2. A ________________________ is used to organize and display multiple calendars together.
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Managing calendars
3. By default, when you share your calendar, users have permission to create new
calendar items.
a. True
b. False
4. When you delete a calendar group, all group members automatically move to the
My Calendars group.
a. True
b. False
5. You can use the Publish Online command to share calendar information with
internet users.
a. True
b. False
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Managing calendars
Lesson 5: Printing and sharing

your availability
Overview
In this lesson, you’ll learn about the various formats you can use to print your calendar
information. You’ll also learn how to share calendar availability by emailing information
to users. Finally, you’ll learn how to configure automatic reply settings for email
communication.
Warm-up
1. Describe the difference between the Availability only and Limited details settings
when you send a calendar by email.

2. You can set separate automatic reply settings for inside your organization and
outside of your organization.
a. True
b. False
3. Which of the following are default printing styles for an Outlook calendar?
a. Tri-fold Style
b. Weekly Calendar Style
c. Yearly Style
d. 12-hour Style
e. Weekly Agenda Style
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Managing calendars
Topic 1: Print calendar information

There might be times when you need to take a copy of your Outlook Calendar with
you, especially when you’re away from your computer or device. Outlook has several
printing styles that you can select from and print. Calendar print options also provide
flexibility on what exactly you print for your calendar details.
To print your calendar information, perform the following tasks:
1. From the Calendar workspace, arrange the calendar to display the date range to be
printed.
2. On the ribbon, select the File tab and then select Print.
3. As the following screenshot depicts, you can select the printer to print from, modify
Print Options, and select from a variety of print styles.
Figure 35: Print Calendar
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Managing calendars
Outlook Calendar print styles

Outlook provides many different print styles to choose from. Table 2 describes each of
the default styles available in the Outlook Calendar.
Daily Style This style prints the calendar details for a single day, and includes a
daily task list and a notes section.
Weekly Agenda Use this style to print a week of calendar details in a format similar to
Style a day planner.
Weekly Calendar This style will print a week of calendar details in a format similar to
Style the Week view of the Calendar workspace.
Monthly Style This style prints your calendar items as a full month calendar.
Tri-fold Style Use this style to print your calendar items in three columns, including
hourly appointments, a daily task list, and a week summary.
Calendar Details This style prints full details of your calendar items grouped by day.
Style
Table 2: Calendar print styles
Did you know?

You can edit each of the default styles to change style elements such
as the font, layout, and header/footer settings. You can also copy the
default styles and create new styles to meet your specific printing
requirements.
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Managing calendars
Define print options

Print options provide additional settings that you can use to print only what you
specifically need. The following screenshot depicts the print options for Outlook
calendars.
Figure 36: Print options
Calendar-specific printing settings include the following:

• Print this calendar. Select a specific calendar to print from your folder list.
• Print style. Modify and define new print styles. You can also modify certain elements
of the default styles.
• Print range. Specify the start and end date for the calendar printout.
• Hide details of private appointments. Select this check box to ensure that any
appointment tagged with the private setting will not display any details in the
printout.
For more information on printing your calendar, go to: Print a calendar
showing appointments and meetings
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Managing calendars
Activity: Popcorn
In this activity, your teacher will display various print styles on the overhead projector.
Resources required
• None
Pay close attention as your teacher displays various calendar print styles. When you
know the style being displayed, call out “Popcorn” and provide your answer. The styles
that you can choose from include:
• Daily Style
• Weekly Agenda Style
• Weekly Calendar Style
• Monthly Style
• Tri-fold Style
• Calendar Details Style
Try-it: Print calendar information

In this standalone try-it activity, you’ll print your calendar information using various
print styles.
Resources
• None
Instructions
1. In the Outlook Calendar workspace, display a date range that contains various
appointments, meetings, or events.
2. Print your calendar using the following options:
o Printer: Microsoft Print to PDF (If you do not have this option, check with your
teacher for guidance on which printer to use.)
o Settings: Weekly Agenda Style
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Managing calendars
o Print Options: Hide details of private appointments

o Save Print Output As: Select a location as directed by your teacher.
3. Print your calendar again using the following options:
o Printer: Microsoft Print to PDF (If you do not have this option, check with your
teacher for guidance on which printer to use.)
o Settings: Monthly Style
o Save Print Output As: Select a location as directed by your teacher
4. Create and send a new email message with the following options:
o To: Your own email address
o Subject: Calendar PDF Printouts
o Attach File: Attach the two PDF files that you saved in the previous steps.
Topic 2: Send availability in an email

message
In Lesson 4: Coordinating your schedule with others, you primarily focused on ways to
share your calendar with people within your organization. To share calendar information
with people outside of your organization, Lesson 4 also explained how to publish
calendar information to an online service location.
Another way you can send calendar availability is in an email message. The primary
benefit of this method is that you can send information to anyone without requiring any
specific online service. However, calendar information that you email is a static snapshot
of your calendar. It won’t update automatically when you make changes to your
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Managing calendars
To email your calendar information, switch to the Calendar workspace. On the Home
tab, select Email Calendar. The Send a Calendar via Email dialog box opens as in the
Figure 37: Send a Calendar via Email dialog box
The options in the Send a Calendar via Email dialog box include:
• Calendar. Select the calendar that you want to email.
• Date Range. Select a date range such as Today, Tomorrow, Next 7 days, Next 30
days, Whole calendar, or a specified date range.
• Detail. Select the amount of detail that you want to include in the email message.
Your options include:
o Availability only. This setting only displays Free, Busy, Tentative, Working
Elsewhere, or Out of Office.
o Limited details. Select this setting to include availability indicators, but also to
include the subject of each calendar item.
o Full details. This setting includes all availability and provides full details of the
calendar items.
o Show time within my working hours only. Use this setting to help ensure that
only calendar items within your specified working hours are included in the email.
• Advanced. This option provides more advanced settings such as:
o Include details of items marked private. Select this option to include details for
calendar items that have been tagged with the private setting. This option is only
available when you select Limited details or Full details.
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Managing calendars
o Include attachments with calendar items. Select this option to include

additional attachments such as agenda or supplemental information for
appointments or meetings.
o Email Layout. Specify the layout for the calendar information in the email. Your
options include Daily schedule or List of events.
After specifying the Send Calendar via Email options, an email message is created. The
following screenshot depicts an example of calendar information being sent via an email
message.
Figure 38: Sending calendar information in an email message
Did you know?

When you send your calendar as an email message, an attachment is
included, which is your calendar information in iCalendar (.ics) format.
This is a universal calendar file format and you can open it on various
email and calendar platforms.
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Managing calendars
For more information on sending your calendar details as an email
message, go to: Send an Outlook calendar in an email message

In this activity, your teacher will describe and demonstrate a scenario to help you
understand how to send calendar information in an email message.
Resources required
• None
You teacher will send calendar information in an email message. Pay close attention as
your teacher explains and demonstrates the following tasks:
1. Display the Outlook Calendar information.
2. Email calendar information using the email calendar options.
Try-it: Send availability in an email message

In this leveled try-it activity, you’ll send your calendar availability information in an
email message.
Try-it 1
Resources
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Managing calendars
Instructions
• In the Outlook Calendar, email your calendar information using the following
information:
o Date Range: Next 7 days
o Detail: Availability only
Try-it 2
Resources
Instructions
• In the Outlook Calendar, email your calendar information using the following
information:
o Date Range: Next 30 days
o Detail: Full details
o Email Layout: List of events
Topic 3: Create automatic replies

Hopefully, there are times when you can take a break from email and a busy
schedule. If you’re on vacation or don’t have access to email, you can configure
automatic replies to notify others that you’re not available to respond to messages.
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Managing calendars
Did you know?

Automatic replies are also commonly known as Out of Office
messages.
To create an automatic reply in Outlook, select the File menu, and then on the Info tab,
select Automatic Replies. The following screenshot depicts an example of the
Automatic Replies dialog box that opens.
Figure 39: Configuring automatic replies
When you configure automatic replies, consider the following options:

• Do not send automatic replies. Select this option to disable automatic replies. This
is the default setting.
• Send automatic replies. Select this option to enable automatic replies. You can also
select the Only send during this time range check box. This option provides a start
time and an end time to the automatic replies.
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Managing calendars
• Inside My Organization. Use this section to enter an automatic reply message to

anyone that sends you an email message from within the same organization as you.
This option is only available if you’re connected to an email system such as Office
365 or Exchange.
• Outside My Organization. Use this section to enter an automatic reply message to
anyone that sends you an email message from outside of your organization. You can
also specify to only automatically reply to contacts, or to anyone outside of your
organization.
• Rules. Use this option to configure and apply rules to email messages that you
receive while the Automatic Replies feature is active. For example, along with
enabling Automatic Replies, you might want to enable a rule to automatically move
all messages received from project committee members to a specific folder in
Outlook.
Video
To review the video on configuring an automatic reply, go to: Set-up
an automatic reply

In this activity, your teacher will demonstrate how to configure automatic replies in
Outlook.
Resources required
• None
1. Enable and create an automatic reply for inside and outside of the organization.
2. Configure a start and end time for the automatic reply.
Try-it: Create automatic replies

In this leveled try-it activity, you’ll enable and configure an automatic reply in
Outlook.
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Managing calendars
Try-it 1
Resources
• Email address for yourself and for each of your assigned partners.
Instructions
1. In Outlook, create an automatic reply using the following information:
o Send automatic replies: Enabled
o Inside My Organization: Hi there. I am out of the office for a produce seminar
in Seattle. I will be gone until Friday. If you need to contact me, text me on
my phone.
o Outside My Organization: I am out of the Office until Friday. For urgent
matters please contact the main office and they will direct you to an
appropriate person.
o Auto-reply to people outside my organization: Enabled
o Anyone outside my organization: Enabled
2. Direct a partner to send you an email message to verify that the automatic reply
works as expected.
Try-it 2
Resources
• None
Instructions
• In Outlook, modify the automatic reply settings to only send replies during the
following time range:
o Start time: Next Monday at 8:00 AM
o End time: Next Friday at 5:00 PM
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Managing calendars
Wrap-up
1. The ________________________ style prints the calendar details for a single day and
includes a daily task list and a notes section.
2. The ________________________ format is a universal calendar file format that various
email and calendar platforms use.
3. The Availability only setting includes all availability and subject names for each
calendar item.
a. True
b. False
4. By default, when you send your calendar details through email, items marked with
the private tag are included.
a. True
b. False
5. Automatic Replies can respond to email messages sent either from inside your
organization or outside of your organization.
a. True
b. False

2. Locate the folder named M5_module_PST_starter_ Firstname_Lastname, and
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Managing calendars

“M5_module_PST_starter_Firstname_Lastname.”
resides.
of spaces. For example, enter _ Firstname_Lastname. The filename should now
resemble M5_module_PST_starter_ Firstname_Lastname.
Glossary
Appointment A scheduled activity in the Outlook Calendar that doesn’t include
other attendees or resources.
Calendar group Used to organize and display several calendars simultaneously.
Event A scheduled activity that doesn’t have a specific start and end time,
and is blocked out for the entire day or for multiple days.
Meeting A scheduled appointment that involves inviting other people or

resources.
Overlay mode A display setting in the Outlook Calendar that merges multiple
calendars on top of each other.
Recurrence An Outlook Calendar item such as an appointment, event, or

meeting that repeats at regular intervals throughout the calendar.
Resource An account or email system configuration that represents a room or

piece of equipment that can be reserved for meetings.
Side-by-side mode A display setting in the Outlook Calendar that displays multiple
calendars next to each other.
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Managing calendars
Cornerstone
Overview
The Honey Fest at Munson’s Pickles and Preserves Farm is coming up soon and it will
require quite a bit of planning. Several volunteers have already registered for their
participation. Most of the farm employees will also be chipping in and helping with the
festival. To manage everything smoothly, you’ll use the Outlook Calendar to manage
appointments, events, and meetings.
Objectives
Create appointments and • 3.1.1: Set calendar work times

events. • 3.2.1: Create recurring calendar items
• 3.2.4: Set calendar item times and time zones
• 3.2.6: Set availability for calendar items
• 3.3.2: Configure reminders
Create and manage meetings. • 3.2.2: Cancel meetings

• 3.2.3: Create calendar items from messages
• 3.2.5: Set up meetings by using the scheduling
assistant
• 3.3.1: Forward calendar items
• 3.3.3: Invite meeting recipients
• 3.3.4: Respond to invitations
• 3.3.5: Update individual or recurring calendar
items
Manage multiple calendars. • 1.1.1: Change the display of messages,

calendar items, contact records, and tasks
• 3.1.2: Manage multiple calendars
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Managing calendars
Share calendar details and • 1.1.3: Configure automatic replies

availability. • 1.4.1: Print message, calendar, contact, and task
information
Duration
50 minutes

To complete this cornerstone, before you can perform any tasks you must attach the
Cornerstone .pst file into Outlook. You’ll also store the results of your tasks in this .pst
file so that your teacher can assess your work by examining the file.
1. Open Outlook.
file provided by your instructor for your use throughout this module of the course.
5. Open the file named M5_cornerstone_PST_starter. Note that a folder named
contains any required starter elements for the cornerstone, such as email, calendar
9. Select OK twice.
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Managing calendars

file
As you proceed through this cornerstone’s tasks, you should copy the resulting
elements—such as email, calendar appointments, tasks, and contacts—to the
instructions:
1. After you attach the .pst file, you should find duplicate folders for items such as
email, calendar appointments, tasks, and contacts.
either select Copy or select Ctrl+C.
Instructions
1. Complete the tasks for each file.
points you think you earned within the Task list. You can ask for the help of your
teacher if required.
Tasks
The following steps are the tasks you need to do in this cornerstone.
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Managing calendars
Task 1: Create appointments and events (12 points)

Note: Complete the following steps in your
M5_cornerstone_PST_starter_Firstname_Lastname Calendar.
1. Configure your Outlook Calendar work time as follows: (2 points) (Exam objective:
3.1.1)
o Start time: 9:00 AM or 09:00
o End time: 5:00 PM or 17:00
o Work week: Monday to Friday
2. In the Outlook Calendar, create a new appointment with the following details: (5
points) (Exam objectives: 3.2.4, 3.2.6, 3.3.2)
o Subject: Pick up Honey Fest pamphlets from print vendor
o Location: Print Vendor
o Start time: Tomorrow at 10:30 AM or 10:30
o End time: Tomorrow at 11:30 AM or 11:30
o Show As: Busy
o Time Zones: your current time zone
3. In the Outlook Calendar, create a recurring all-day event with the following details:
(5 points) (Exam objectives: 3.2.1, 3.2.4, 3.2.6, 3.3.2)
o Subject: Annual Honey Fest
o Location: Munson’s event center
o Start time: Second Monday in April
o End time: Third Friday in April
o Reminder: 1 day
o Recurrence: Every year on the second Monday in April
o Range of recurrence: No end date
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Managing calendars
Task 2: Create and manage meetings (15 points)

Note: Complete the following steps with a partner as assigned by your teacher, in your
M5_cornerstone_PST_starter_Firstname_Lastname Calendar.
1. Partner 1 only: Create and send a new meeting invitation with the following details:
(5 points) (Exam objectives: 3.2.5, 3.3.3)
o To: Your partner’s email address
o Subject: Honey Fest Status Meeting
o Scheduling Assistant: Use the Scheduling Assistant and verify that the following
time period is available for your partner:
 Start time: Tomorrow at 1:00 PM or 13:00
 End time: Tomorrow at 2:00 PM or 14:00
o Show As: Busy
2. Partner 2 only: Create and send a new meeting invitation with the following details:
(5 points) (Exam objectives: 3.2.5, 3.3.3)
o Subject: Budget Review for Honey Fest
o Scheduling Assistant: Use the Scheduling Assistant and verify that the
following time period is available for your partner:
 Start time: Tomorrow at 3:00 PM or 15:00
 End time: Tomorrow at 4:00 PM or 16:00
o Show As: Busy
3. Respond to your partner’s meeting invitation by accepting the meeting request and
sending the response now. (2 points) (Exam objective: 3.3.4)
4. Forward your partner’s meeting invitation to your teacher’s email address. (2 points)
(Exam objective: 3.3.1)
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Managing calendars
5. Partner 1 only: Create and send a new email message with the following details: (2
points)
o Details: Hi there! Can you set up a time for us to meet for lunch to discuss
the upcoming Honey Fest details? Thanks!
6. Partner 2 only: Create and send a new email message with the following details: (2
points)
o Subject: Review Print Media
o Details: We need to meet at the publishing company to review the print
media. See you there!
7. Very that you have received the email message from your partner and then reply
with a meeting request. Use the Scheduling Assistant to invite your partner and
schedule an appropriate time for next Wednesday. (2 points) (Exam objective: 3.2.3)
8. Partner 1 only: Cancel the Review Print Media meeting. (2 points) (Exam objective:
3.2.2)
9. Partner 2 only: Cancel the Lunch Meeting. (2 points) (Exam objective: 3.2.2)
Task 3: Manage multiple calendars (8 points)

1. Create a new calendar named Honey Fest Committee Calendar. Store the calendar
in your M5_cornerstone_PST_starter_Firstname_Lastname folder. (2 points) (Exam
objective: 3.1.2)
2. Create a new calendar named Budget Committee Calendar. Store the calendar in
your M5_cornerstone_PST_starter_Firstname_Lastname folder. (2 points) (Exam
objective: 3.1.2)
3. Select both the Budget Committee Calendar and the Honey Fest Committee
Calendar, and create a new calendar group named Munson’s Calendars. (2 points)
(Exam objective: 3.1.2)
4. Select all the calendars in the Munson’s Calendars group, and then change the
display to Overlay mode. (2 points) (Exam objective: 1.1.1)
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Managing calendars
Task 4: Share calendar details and availability (5 points)

1. In Outlook, create an automatic reply with the following details: (3 points) (Exam
objective: 1.1.3)
o Only send automatic replies starting next Monday at 8:00 AM or 08:00 and
ending next Friday at 5:00 PM or 17:00.
o Inside My Organization message: I am out of the office. If you have any
questions, contact Marcos as he is handling all the details while I am away.
o Outside My Organization message: Sorry, I am out of the office until next
Friday. I will check my email periodically for urgent messages.
2. Print your calendar details with the following settings: (2 points) (Exam objective:
1.4.1)
o Settings: Weekly Agenda Style
o Printer: Select Microsoft Print to PDF. Save the PDF file in a location for use in
the next step. (If this option is not available, consult with your teacher.)
3. Email the PDF file to yourself as an attachment, and then move the email message
with attachment to the M5_cornerstone_PST_starter_Firstname_Lastname folder.

2. Locate the folder named M5_cornerstone_PST_starter_Firstname_Lastname, and
4. On your computer, open File Explorer, and browse to where the .pst file resides.
96
Student Guide
40569A
Module 6: Creating and managing contacts
Creating and managing contacts
Contents
Contents ..............................................................2 Activity: Show and tell ........................24
Module overview .............................................4 Try-it: Add a contact from an email
Description.....................................................4 message ...................................................25
Scenario ..........................................................5 Try-it 1 ......................................................25
Lesson 1: Creating and updating Topic 3: Import contacts from external

contacts ...............................................................6 sources ..........................................................26
Overview .........................................................6 Import a .pst file ...................................26
Warm-up ........................................................6 Import a vCARD file ............................27
Attach the module .pst file ......................7 Import a CSV file ..................................28
Copy content into the module .pst file Activity: Show me how.......................31
............................................................................8 Try-it: Import contacts from external
Topic 1: Create and update a contact.8 sources .....................................................31
What is a contact? ..................................9 Wrap-up .......................................................32
What can I do with an open Lesson 2: Using contact groups ..............34

contact? ................................................... 13 Overview ......................................................34
Create a new contact ......................... 16 Warm-up ......................................................34
Update a contact ................................. 16 Topic 1: Create a contact group .........35
Search contacts .................................... 17 How to create a contact group ......35
Review contacts.................................... 18 Activity: Show and tell ........................37
Activity: Pose a challenge ................. 19 Try-it: Create a contact group ........38
Try-it: Create and update a contact Topic 2: Update contacts within
.................................................................... 20 contact groups...........................................39
Try-it 1...................................................... 20 Add new contacts to a group .........39
Try-it 2...................................................... 21 Remove contacts from a group .....39
Try-it 3...................................................... 21 Activity: Pose a challenge .................40
Topic 2: Add a contact from an email Try-it: Update contacts within
message ....................................................... 22 contact groups ......................................40
Add a contact from an email .......... 22 Topic 3: Delete a contact group .........41
2
Delete a contact group ..................... 41 Warm-up ......................................................63

Activity: Tell a story ............................. 42 Topic 1: Categorize contacts ................63
Try-it: Delete a contact group ........ 42 Create a category.................................64
Wrap-up ....................................................... 43 Activity: Think-pair-share ..................65
Lesson 3: Sharing contacts........................ 44 Try-it: Categorize contacts ...............66
Overview ...................................................... 44 Try-it 1 ......................................................66
Warm-up ..................................................... 44 Try-it 2 ......................................................66
Topic 1: Create and share a contacts Topic 2: Flag a contact for follow-up67
folder ............................................................. 45 Flag a contact ........................................67
Create a contacts folder.................... 45 Activity: Discuss and Learn ...............68
Share a contacts folder ..................... 47 Try-it: Flag a contact for follow-up
Open a shared contacts folder....... 48 .....................................................................69
Try-it: Create and share a contacts Try-it 2 ......................................................69
folder ........................................................ 51 Try-it 3 ......................................................70
Topic 2: Forward a contact ................... 52 Wrap-up .......................................................70
Forward a contact................................ 52 Glossary .............................................................71
Activity: Pose a challenge ................. 54 Detach the module .pst file ..................72
Try-it: Forward a contact .................. 55 Cornerstone .....................................................73
Try-it 1...................................................... 55 Overview ......................................................73
Topic 3: Print contact information .... 56 Duration .......................................................73
Activity: Discuss and learn ............... 59 Attach the Cornerstone .pst file ..........73
Try-it: Print contact information .... 60 Copy content into the Cornerstone
Try-it 1...................................................... 60 .pst file ...........................................................74
Try-it 2...................................................... 60 Instructions..................................................75
Try-it 3...................................................... 61 Tasks ..............................................................75
Wrap-up ....................................................... 62 File 1:
Lesson 4: Managing contacts .................. 63 M6_cornerstone_PST_starter.pst ....75
Overview ...................................................... 63 Detach the Cornerstone .pst file.........78
3
Module overview
Description
To communicate with your friends, colleagues, suppliers, or customers, you need to
have their email addresses, telephone numbers, and other contact information. You can
maintain and access this information by using Contacts in Microsoft Outlook 2019. In
Outlook, you can manage all aspects of your contacts, and even synchronize them
across your other devices, including your phone.
If you use the Outlook app on your iOS or Android phone, you can
synchronize your contacts to and from your Microsoft email account,
whether it’s a personal account or a Microsoft 365 account.
objectives.

objective(s)
Creating and updating Add a contact from an email, create and 1.1.1
contacts update contacts, and import contacts 4.1.1
from external sources.
4.1.2
Using contact groups Create, update, and delete contact 4.2.1

groups. 4.2.2
4.2.3
4.2.4
Sharing contacts Create, share, and print contact 1.4.1

information. 2.3.2
4.1.3

objective(s)
Managing contacts Categorize and flag contacts, and review None

contacts by category and follow-up flag.
Cornerstone: Managing Create, share, and manage contacts and All of the
volunteer contact contact groups. above
details
Scenario
Munson’s Pickles and Preserves Farm hosts many community events, and it relies on
volunteers to help. The volunteer coordinator at the farm manages the volunteers’
contact details, availability, and other information. In your role as the intern, it’s now
your job to assist the volunteer coordinator by managing the volunteer program
communications. To prepare for next season, you need to administer the farm volunteer
contact list and keep the volunteer coordinator informed.
Cornerstone
This module concludes with a cornerstone in which you’ll work with contacts and
contact groups. During the cornerstone, you will:
• Create and update contacts.
• Use contact groups.
• Share and categorize contacts.
5
Lesson 1: Creating and updating

contacts
Overview
As your list of contacts grows, you might need to update contact details from time to
time. By doing so, you can keep track of changes to your contacts' information, and
manage your contacts better. In this lesson, you will learn how to create and update
your contacts.
Warm-up
Ask your neighbor if they have any questions about the topics covered in the previous
module. Help them if you can, and then use these questions to find out what you
already know about this lesson’s topics.
1. You must define a contact's email address before you can save the contact.
a. True
b. False
2. Which of the following options can you not assign as tags to contacts?
a. Views
b. Categories
c. Follow Ups
d. Private
6
3. What element can you assign to a contact for the purpose of signing email messages
that you send them?
a. A password
b. A certificate
c. A picture
d. A full name
4. The ________________________ property in a contact determines how a contact displays
in a list.
5. You can use the ________________________ option to locate a contact's address on a
digital map.
6. By using the ________________________ view, you can observe a simple pictorial
summary of a contact's critical details.

1. Open Outlook.
7

9. Select OK twice.

instructions:
Topic 1: Create and update a contact

To work efficiently in Outlook, you need to know how to create contacts and add
relevant data to them. It's also important to know how to make changes to contacts. In
this topic, you'll learn how to create, update, observe, and search for contacts.
8
What is a contact?
A contact is an Outlook item that stores information about a person with whom you
communicate, as depicted in the following screenshot.
Figure 1: A contact in Outlook
You can create a contact by only specifying a person's name, but you'll typically want to
provide more information about them. The following table defines the general
configurable options for contacts in Outlook.
Full Name The person's full name, usually derived from their first and
last names in most address lists. However, you can edit this
option to suit your requirements.
Company The assumption for most contacts is that they are work
colleagues, and therefore, it's helpful to know which
company they work for. This is not a mandatory field, so if
the contact is personal, you don’t have to enter the
company information.
9
Job title Similar to Company, the job title is relevant if the contact is
someone you know through work.
File as This field is important because it defines how your contact

will display in a list of contacts. The default behavior is to
sort contacts by last name and then first name. However,
you can select to sort by first name and then last name. You
can also choose to file the contact by company, by full name
and company, or even by company and full name. This field
is automatically generated, but you can change it to suit
your needs. Also note that some apps on phones and tablets
use their own mechanism for sorting and displaying
contacts. This option defines the sorting characteristics for
Outlook only.
Email In most situations, you will define an email address for a

contact. Outlook lets you define multiple email addresses, to
which you can ascribe a Display as property. For example, if
a contact has two email addresses, one for personal use and
one for work, assign the Display as label as Personal and
Work (in addition to their name).
Web page address Many contacts might not have a website address, but for
those that do, this field can be a timesaver when you’re
trying to locate their website.
Phone numbers By default, four number fields display: Business, Home,

Business Fax, and Mobile. However, you can change the
text label for these fields, and choose from Assistant,
Business, Business 2, Car, Company, Other, Pager, and
many others.
Addresses You can assign three postal addresses: Business, Home, and
Other. You can assign one of the defined addresses as the
mailing address for the contact. If you're connected to the
internet, you can map the address, so its location displays
within the contact.
10
Picture You can browse and select a picture for your contact. Note
that if your contacts are generated from your phone contact
list and you assign a picture to them, the contact details
should synchronize with the picture for the contact into
Outlook.
Notes This is a text box where you can add additional details about
the contact.
Table 2: General contact options
In addition to these fundamental contact elements, you can also configure additional
details by selecting Details on the Show group on the Contact tab, as depicted in the
Figure 2: Additional contact details
11
The following table describes some of the advanced contact details and elements.
Department / If the contact represents a work contact, then you can use
Office / Profession the Department, Office, and Profession fields to define
additional information about the contact's place of work.
Nickname Use this box to provide information about a contact's

nickname. For example, in the screenshot, the contact
Danielle might be addressed as Dani in informal situations.
This field can be useful in helping you get that right.
Title If necessary, provide the contact's preferred title, such as Dr.,

Prof., Mr., or Ms. You can also enter text into this field if the
preferred title is not listed.
Suffix You typically use this option for contacts that have Junior or
Senior as a suffix. However, you can also add your own text
here as well.
Manager's name / These options are most useful for business colleagues. You
Assistant's name can use them to define business relationships between
contacts.
Spouse / Partner Knowing the names of your contacts' partners or spouses

can be really helpful, especially if you’ve already defined the
partner or spouse as a separate contact.
Birthday / You can use this option to add information about special
Anniversary events and receive a useful reminder on those days.
Table 3: Advanced contact elements
12
You can also select All Fields in the Show group to view and modify all configurable
options for a contact. As the following screenshot depicts, you can select between User-
defined fields in this item, Frequently-used fields, Address fields, Email fields, and
others.
Figure 3: Viewing additional fields
What can I do with an open contact?

When you're working with a contact, the Contact tab on the ribbon provides a number
of commands, as depicted in the following screenshot. These commands include saving
and deleting, displaying additional details, selecting communication options, and
tagging.
Figure 4: Contact actions via the ribbon
13
The following table describes each of the groups on the Contact tab and some of the
actions you can perform from these groups.
Actions This group contains the primary contact tools for creating
and deleting contacts. It includes the Save & Close, Delete,
Save & New, and Forward commands.
Show You can use the commands in this group to observe general
contact information, detailed information, all fields, and also
to view digital certificates associated with the contact.
Note: Digital certificates are used to identify a user when
they communicate with you by using email. Certificates are
used for message signing and sealing, which were discussed
in an earlier module in this course.
Communicate You can use the commands in this group to initiate

communication with a contact. You can choose to send an
email, set up a meeting, call the contact, visit their webpage,
assign the contact a task, or find their address on a map.
Note that these options might change when you add
additional functionality to your email account. For example,
Microsoft 365 users can also create online meetings, such as
Microsoft Teams meetings. However, most users do this by
using the calendaring feature in Outlook.
Names You can use the commands in this group to verify that the
names and email addresses you have defined for the contact
are valid or correctly formatted.
Options Commands in this group enable you to configure and review

a business card for the contact, and update the contact's
picture.
Tags You can use tags from this group to assign categories,
follow up, and privacy settings for the contact.
Zoom This group contains only one command of the same name,
which you can use to change the current zoom level in the
selected view.
Table 4: Actions that you can perform on contacts from the ribbon
14
After you create and save a contact, Outlook displays a list of contacts in the Contacts
window. On the Home tab, which is depicted in the following screenshot, you can use
the commands to perform a number of tasks, such as creating, deleting, and tagging
contacts, and customizing the Current View options for contacts.
Figure 5: Contact actions via the Home tab on the ribbon
The following table describes each of the groups on the Home tab and some of the
actions you can perform from these groups.
New Select and create a new contact, a new group, a new contact
group, and other new Outlook items.
Delete Delete the currently selected contact (or contacts).
Communicate Initiate communications with the contact. You can choose to

send an email, set up a meeting, call the contact, visit their
webpage, assign the contact a task, or find their address on
a map.
Current View Choose between the default People view, and Business
Card, Card, Phone, and List views. You can also access
options to create and configure your own custom views.
Actions Select Move to relocate the contact to a different folder.

You can also select Mail Merge to use your contacts list as
the source for a mail merge activity.
Share You can share a specific contact by forwarding it, or you can
choose to share your entire contact list with colleagues. You
can also view the contacts list for other users by choosing
Open Shared Contacts. However, the other user must have
granted you permissions to share their contacts list.
Tags Use tags to assign follow up, categories, and privacy settings
for the contact(s).
15
Groups Create new email groups or manage existing groups.
Find Locate a specific contact (or contacts) by searching by name,

by address book, or by filtering email, rather than simply
browsing through a list.
Table 5: Actions that you can perform on contacts from the ribbon
Did you know?

Although you can share your contacts with colleagues, in a
workplace, typically you will have access to a list of contacts via the
Global Address List (GAL) for your organization. The GAL can also be
made available offline. In addition to the GAL, you or your
organizational administrator can create more address lists that meet
specific needs. For example, you might create an address list that
contains only customers from the local area, or employees from a
certain department.
Create a new contact

To create a contact:
1. Open Outlook, and then from the Navigation Bar, select People.
2. On the ribbon, select New Contact.
3. In the Untitled - Contact window, enter the following information, and then select
Save & Close:
o Full Name
o File as
You can define additional options as required, but these are the minimum. Note that
Outlook automatically generates the File as field when you enter the Full Name.
Update a contact
To update a contact:
1. Within Outlook, and from the Navigation Bar, select People.
2. In the list of contacts, double-click the contact you wish to update, or select the
contact, and then select Enter. If the list is long, in the Search Contacts box, enter
the name, or part of the name you want to locate.
3. In the opened contact, make the desired changes and then select Save & Close.
16
Search contacts
If you select the Search contextual tab in Contacts (depicted in the following
screenshot) you can scope and refine your search by using the command groups that
the following screenshot highlights.
Figure 6: Contact search options
The following table describes the command groups in the Search contextual tab in
Contacts.
Scope Limit the scope of the search to All Contact Items, the
Current Folder, specific Subfolders, or widen the search to
All Outlook Items.
Refine Refine the search and only return results that meet certain
criteria, such as a specific category, phone number,
addressing information, or other factors, including all
available contact fields.
Options Select from recent searches, or use a multitude of search

tools to review and configure search options, including
indexing, and locations to search.
Table 6: Search scope and refine options for contacts
17
Did you know?

You aren’t limited to searching only by name. You can enter any
searchable element from any field into the Search Contacts box.
For example, you can enter a partial (or complete) telephone
number, or web address.
Review contacts
To review your contacts:
1. In Outlook, on the Navigation Bar, select People. The default Contacts view
displays (which is People). You can now browse the list of contacts, or else use search
to locate the contact you want to view.
2. To change the view, select from the available options in the Current View group of
the ribbon, as highlighted in the following screenshot.
Figure 7: Changing the contacts view
3. Alternatively, select the Change view arrow that is adjacent to the list of views, and
then select from People, Business Card, Card, Phone, and List. You can also select
Manage Views to create your own view.
18
4. From the Manage All Views dialog box (depicted in the following screenshot), you
can create additional views or customize existing views.
Figure 8: Customizing views in the Manage All Views dialog box
5. To create a new view, select New.

6. In the Create a New view dialog box, in the Name of new view box, enter a
suitable name.
7. In the Type of view list, select the appropriate option from Table, Timeline, Card,
Icon, and others, and then select OK.
8. In the Advanced View Settings: dialog box, select the appropriate columns, filters,
and sort options, and then select OK twice.
You are now ready to assign the view to your contacts from the Current View list.

In this activity, you’ll create a new contact. Your teacher will guide the class through this
activity.
19
Resources required
• None
1. Open Outlook.
2. From the Navigation Bar, select People.
3. From the ribbon, select New Contact, or select Ctrl+N.
4. In the Untitled - Contact window, enter the information provided by your teacher,
and then select Save & Close.
Try-it: Create and update a contact

In this leveled try-it activity, you'll create and update contacts.
Try-it 1
In this try-it, you'll create a contact from the ribbon.
Resources
• None
Instructions
1. If necessary, open Outlook 2019, and then select People.
2. From the ribbon, select New Contact.
3. Create a new contact with the following properties:
o Full Name: Danielle Gousse
o Company: Munson's Pickles and Preserves
o Job title: Agricultural technologist
o File as: Gousse, Danielle
o Email: Danielle@munsonspicklesandpreservesfarm.com
o Business phone number: 555 0123
o If available on your computer, add the appropriate image for this contact.
20
Try-it 2
In this try-it, you'll create a contact by using a keyboard shortcut.
Resources
• None
Instructions
1. In Outlook 2019, in People, select Ctrl+N.
o Full Name: Fen Long
o Job title: Irrigation engineer
o File as: Long, Fen
o Email: Fen@munsonspicklesandpreservesfarm.com
o If available on your computer, add the appropriate image for this contact.
Try-it 3
In this try-it, you'll modify the properties of a contact.
Resources
• None
Instructions
1. Open the Fen Long contact.
2. Add the following website address: MunsonsPicklesAndPreservesFarm.com
3. Save the contact.
4. Open the Danielle Gousse contact.
5. Add the following website address: MunsonsPicklesAndPreservesFarm.com
21
For more information on adding contacts, go to: Add a contact
Topic 2: Add a contact from an email

message
If you find yourself regularly communicating with a person by using email, Outlook
makes it easy to add that person as a contact from within an email. This topic explains
how you can do this.
Add a contact from an email

To add a contact from an email:
1. Open Outlook.
2. From the Navigation Bar, switch to Mail.
3. Locate the appropriate message and open it.
4. In the email header, directly beneath the ribbon, right-click or access the context
menu for the email originator (that's the person the email came from), and then
select Add to Outlook Contacts, as the following screenshot depicts.
22
Figure 9: Adding a contact from the originator of an email message
5. A new contact dialog box opens with the appropriate details already populated, such
as Email, Full Name, and File As. Note that other details might be available
depending on where the user's email account resides and the level of access you
have to that account. For example, if the user exists within your Microsoft 365
Exchange Online environment, your contact will populate with many more additional
details.
6. Select Save & Close.
Did you know?

You can also add as a contact any of the recipients on the To or CC
lines in the email, as depicted in the following screenshot.
23
Figure 10: Adding a contact from the To list in an email

In this activity, your teacher will demonstrate how to add a contact from an email.
Follow along and ask any questions you might have.
Resources required
• None
1. Open Outlook.
2. From the Navigation Bar, switch to Mail.
3. Locate a message and open it.
4. In the email header, directly beneath the ribbon, right-click or access the context
menu for the email originator, and then select Add to Outlook Contacts.
5. A new contact dialog box opens with the appropriate details completed, such as
Email, Full Name, and File As. Add any additional details and then select Save &
Close.
24
Try-it: Add a contact from an email message

In this leveled try-it activity, you'll add contacts from received email headers.
Try-it 1
In this try-it, you'll add a contact by using a message originator in an email.
Resources
• The message with the subject line Staff profiles
Instructions
1. In Outlook 2019, switch to Mail.
2. Locate and open the Staff profiles email, which is in the Inbox folder of the
M6_module_PST_starter_Firstname_Lastname .pst file you attached earlier.
3. Right-click or access the context menu for the message originator, Genevieve
Rollins, and then select Add to Outlook Contacts.
Try-it 2
In this try-it, you'll add additional details to a contact from an email.
Resources
• The message with the subject line Staff profiles
Instructions
1. In Outlook 2019, switch to Mail.
2. Locate and open the Staff profiles email, which is in the Inbox folder of the
M6_module_PST_starter_Firstname_Lastname .pst file you attached earlier.
3. Right-click or access the context menu for email recipient Hilary Brennan, and then
select Add to Outlook Contacts.
4. In the Hilary Brennan - Contact dialog box, in the Company field, enter Munson's
Pickles and Preserves.
5. In the File as list, select Hilary Brennan.
25
6. In the Email list, change the email address to

Hilary@Munsonspicklesandpreservesfarm.com.
8. Close the email message, and then and switch to People.
9. Open Genevieve Rollins.
10. In the Genevieve Rollins - Contact window, in the Company field, enter Munson's
Pickles and Preserves.
11. In the File as list, select Genevieve Rollins.
12. In the Email list, change the email address to
Genevieve@Munsonspicklesandpreservesfarm.com.
13. If available on your computer, add the users' pictures to their contact profiles.

sources
You’ve probably had to copy contacts from an old phone to a new one at some
point. It's also possible that you have a list of contacts in another email system or stored
in an external file of some sort that you might want to access through Outlook. In this
topic, you'll learn how to do that.
Outlook supports a number of import locations for contacts. These include:
• .pst files
• vCARD files
• Comma-separated value (CSV) files
Import a .pst file

As part of the setup for this module, you already know how to import a .pst file. The
following steps are a reminder of the process:
1. Open Outlook.
26
4. In the Open Outlook Data File dialog box, use the navigation pane to locate and
select the .pst file that contains the contacts you want to import. Note: A new folder
is now available in the navigation pane. This folder contains the required contacts.
Import a vCARD file

vCARD files have a .vcf file extension. Many software companies use vCARD files to store
contact information. This wide usage means that they’re ideal for moving contacts
between different email systems. If you receive a vCARD file, the easiest way to import in
into Outlook is to double-click the file or select it, and then select Enter. Outlook will
open the contact in a new window, and you will have the option to save the contact.
Another way to import a vCARD is to use the Import and Export Wizard. To access the
wizard:
1. Open Outlook.
3. In the Open pane, select Import/Export.
4. In the Import and Export Wizard (depicted in the following screenshot), select
Import a vCARD file (.vcf), and then select Next.
Figure 11: Using the Import and Export Wizard to import a contact from a vCARD
5. In the vCARD File dialog box, browse and locate the vCARD file and then select
Open. The contact is imported and saved automatically in your contact list.
27
Import a CSV file

Another commonly used file format is CSV. As depicted in the following screenshot, the
file stores the contact information in fields separated by a comma.
Figure 12: A CSV file
To import a CSV file:

1. Open Outlook.
4. In the Import and Export Wizard, select Import from another program or file,
and then select Next.
28
5. In the Import a File dialog box, select Command Separated Values, and then select
Next, as depicted in the following screenshot.
Figure 13: Importing a CSV file
6. In the Import and File dialog box, next to the File to import text box, select
Browse.
7. Locate your CSV file, and either double-click it or select it, and then select Enter.
8. Under Options, as depicted in the following screenshot, select either Replace
duplicates with items imported, Allow duplicates to be created, or Do not
import duplicate items, and then select Next.
29
Figure 14: Defining what to do with duplicate entries
9. In the next Import a File dialog box, select the destination location, and the select
Next. (The default location, Contacts, is usually appropriate.)
10. Finally, on the summary page, select Finish.
Did you know?

When you import more complex lists from a CSV file, you can
perform custom mapping for specific fields. This means that certain
fields in the CSV file will map to specific elements in your contacts in
Outlook.
30

In this activity, your teacher will display a short video on how to import contacts from a
Microsoft Excel spreadsheet.
Video
To review the video about importing contacts from an Excel
spreadsheet, go to: Import contacts
Resources required
• None
Review the video with your class. If you have any questions, ask your teacher.
Try-it: Import contacts from external sources

In this standalone try-it activity, you'll export your contacts to a CSV file, and then
import them back in.
Resources
• None
Instructions
1. In Outlook 2019, switch to People.
4. In the Import and Export Wizard, select Export to a file, and then select Next.
5. Select Comma Separated Values, and then select Next.
6. In the Export to a File dialog box, make sure Contacts is selected, and then select
Next.
7. Select Browse, and then in the Browse dialog box, in the navigation pane, select
Desktop.
31
8. Make sure the File name box displays Contacts, and then select OK.
9. Select Next, and then select Finish.
10. Browse to the Desktop on your computer and verify the presence of the file.
11. In Outlook, select the File tab, and then select Open & Export.
13. In the Import and Export Wizard, select Import from another program or file,
and then select Next.
14. In the Import a File dialog box, select Command Separated Values, and then select
Next.
15. In the Import a File dialog box, next to the File to import text box, browse and
open your Contacts CSV file (on the desktop).
16. Ensure you select Allow duplicates to be created.
17. In the next Import a File dialog box, select the destination location (use the default,
Contacts), and then select Next.
18. Finally, on the summary page, select Finish. You should be able to observe
duplicates of your original contacts because you selected to allow duplicates.
19. Delete the newly created duplicates.
For more information on importing contacts, go to: Import contacts to
Outlook
Wrap-up
1. A contact must have a File as property defined.
a. True
b. False
32
2. In the Communicate group for a contact, what communication methods are

available?
a. Fax
b. Email
c. Call
d. Visit
3. You are performing a search for a contact. You have far too many records returned
and need to limit the returned results. Which of the following would help you do
that?
a. Limit the search scope
b. Refine the search
c. Both
d. Neither
4. If you search for a contact based on its category, you are ________________________ your
search results.
5. You can use the ________________________ view to display the picture, full name, job,
and company details of a contact.
6. To add a contact from an email message, right-click or access the context menu for
the appropriate person in the email header, and then select ________________________.
33
Lesson 2: Using contact groups

Overview
If you are managing a number of contacts that are related, it can be useful to group
them together. Perhaps your contacts are working on the same project with you, or they
work at the same company as you. Grouping makes it easier to email the contacts
because you don’t need to specify each recipient individually. In this lesson, you'll learn
how to create and manage Outlook contact groups.
Warm-up
In preparation for this lesson, answer the following questions to check what you might
already know about using contact groups in Outlook.
1. Which of the following statements is correct about an Outlook contact group?
a. It provides a place for shared email, files, and shared calendar.
b. It’s a collection of contacts, similar to an email distribution list.
c. Both a and b
d. None of the above
2. You can assign tags to contact groups.
a. True
b. False
3. In addition to a membership list, you must also define the ________________________ of
the contact group.
4. A contact group can contain members from your Outlook Contacts, an address list,
or a new contact with an ________________________.
34
Topic 1: Create a contact group

You create Outlook contact groups from the People workspace in Outlook. In this
topic, you will learn how to create a contact group and practice your skills in the try-it
activity.
How to create a contact group

To create a contact group:
1. Open Outlook, and then select People.
2. On the Home tab, in the New group, select New Contact Group, as depicted in the
Figure 15: Creating a new contact group
3. In the Untitled - Contact Group window, in the Name text box, enter a meaningful
name, as depicted in the following screenshot.
Figure 16: Defining the group's name
35
4. To add members, on the Contact Group tab, in the Members group, select Add
Members, and then, as depicted in the following screenshot, select the location of
the members’ contact information.
Figure 17: Selecting the location of the members’ contact information
5. You can add members from existing contacts, or from an address list such as a
Global Address List (GAL) from Microsoft Exchange Server or Exchange Online.
You can also add new contacts to the group:
1. On the Contact Group tab, in the Members group, select From Outlook Contacts.
2. In the Select Members: Contacts dialog box (depicted in the following screen shot),
select one or more contacts, select Members, and then select OK.
36
Figure 18: Adding members
3. Select Save & Close. Your contact group will now display in your contacts list.
After you have created your contact group, you can make changes to it by adding or
removing members (which the next topic explains). You can also email the group, set up
a meeting with group members, or forward the group for someone else to use.

The teacher will guide the class through this activity by demonstrating how to create a
contact group. Follow along and ask any questions you have.
Resources required
• None
37
1. Open Outlook and select People.
2. On the ribbon, select New Contact Group.
3. In the Untitled - Contact Group dialog box, in the Name text box, enter the text
Munson's Employees.
4. Select Add Members on the ribbon, and then select From Outlook Contacts.
5. In the Select Members: Contacts dialog box, select all listed contacts, select
Members, and then select OK.
Try-it: Create a contact group

In this try-it activity, you'll create a new contact group called CSA Program
Volunteers.
Resources
• None
Instructions
2. On the ribbon, select New Contact Group.
3. Enter the name CSA Program Volunteers.
4. Select the Add Members button on the ribbon, and then select From Outlook
Contacts.
5. In the Select Members: Contacts dialog box, select all listed contacts. Select
Members, select OK, and then save the group.
For more information on creating Contact Groups, go to: Create a
contact group or distribution list in Outlook for PC
38
Topic 2: Update contacts within contact

groups
On occasion you might need to change the membership of your contact groups. For
example, you might need to add or remove contacts within a group. This topic explains
the available options for updating contact groups.
Add new contacts to a group

To add contacts to an existing group:
1. Open Outlook and switch to People.
2. Locate your contact group and double-click it, or select it, and then select Enter.
3. To add members, select Add Members on the ribbon, and then choose the location
of your contacts. For example, select From Address Book.
4. Select the contacts that you want to add, and for each, select Members.
5. When you complete the changes, select OK.
6. In the open Contact Group dialog box, select Save & Close.
Did you know?

You can add a member to a contact group even though they’re not
currently a contact and don’t appear in your address list. To do this,
all you need is the contact's email address. To add them as a
member, use the previous procedure, and then when prompted for
the contact source select New E-mail Contact. You can then specify
the contact's Display name or E-mail address, and add them to the
group.
Remove contacts from a group

To remove contacts from a contacts group:
2. Locate your contact group and double-click it, or select it, and then select Enter.
39
3. To remove members, select the appropriate member, and then on the ribbon, select
Remove Member.
4. When you have removed all the contacts that you want, select Save & Close.

In this activity, your teacher will pose a challenge to the class. You or one of your
classmates will take up this challenge and demonstrate how to create a contact, add it
to a group, and then remove it from that group.
Resources required
• None
2. Locate the Munson's Employees contact group.
3. Create a contact for a user named Alex Nino who works at Best For You Organics
Company. His email address is Alex@bestforyouorganics.com.
4. With guidance from the teacher and your colleagues, add this new contact to the
group.
5. Remove the new contact from the group.
6. Add a user named Danielle to the group. Use the email address of danielle@
bestforyouorganics.com.
7. Remove the new contact from the group.
Try-it: Update contacts within contact groups

In this standalone try-it activity, you'll modify contact group membership by
adding and removing contacts from your contact group.
Resources
• None
40
Instructions
o Full Name: Alex Nino
o Company: Best For You Organics Company
o Email address: Alex@bestforyouorganics.com
o Job title: Manager
o File as: Alex Nino
2. In the contacts list, double-click the CSA Program Volunteers contact group.
3. Add the newly created contact, Alex Nino, to the group.
4. Remove Fen Long from the group.
5. Save the changes.
For more information on adding contacts to groups, go to: Add
people to a contact group in Outlook for PC
Topic 3: Delete a contact group

After you complete a project, you might want to delete the contacts and contact
groups associated with it. Likewise, when people leave an organization or move
between teams at that organization, you might need to delete project groups. This topic
explains how to do this.
Delete a contact group

To delete contact groups:
1. Open Outlook, and then select People.
2. Locate the contact group that you want to delete and select it.
3. On the ribbon, select Delete.
41

In this activity, your teacher will present a story about a defunct committee. You need to
delete the contact group for this committee. Follow along and ask questions as your
teacher demonstrates the steps.
Resources required
• None
1. Open Outlook.
2. Select People, and then select the Munson's Employees group.
Try-it: Delete a contact group

In this try-it activity, you'll delete a contact group.
Resources
• None
Instructions
1. If necessary, open Outlook.
2. Select People.
3. In the Contacts list, select the CSA Program Volunteers contact group.
42
Wrap-up
1. Which view displays only a contact’s full name and their image?
a. Card
b. Business Card
c. People
d. List
2. You can add users from an address list to a contact group.
a. True
b. False
3. After creating a contact group, you can email the group or set up a
________________________ with the group members.
4. To remove a contact group, from People, on the ribbon, select
________________________.
43
Lesson 3: Sharing contacts

Overview
You've now learned how to create and update contacts. However, Outlook also enables
you to share your contacts. You can build your network and greatly improve
communication by sharing contacts with others. In this lesson, you’ll learn how to share
contacts, create new contact folders, forward contacts, and print contact information.
Warm-up
Answer the following questions to determine what you already know about sharing
contacts.
1. How can you share contacts?
a. By sharing a folder of contacts
b. By emailing a colleague with an attached contact
c. By sharing an individual contact
d. By configuring a category of Shared Contacts
2. What is the default view in Outlook People?
a. Business Card
b. People
c. List
d. Card
3. After you create a folder, you must ________________________ your contacts into it.
4. By default, shared folders have ________________________ permissions for your
colleagues.
44

folder
By organizing your contacts into folders, you can manage them more easily. You can
also coordinate certain tasks more easily within Outlook. For example, you might want
to share a group of contacts with someone else within your organization, without
necessarily sharing your entire contact list. By creating contact folders within Outlook,
you can share your contact groups in a timely and efficient manner, and exert more
control over which contacts you specifically want to share.
Create a contacts folder

To create a contacts folder:
2. In the navigation pane, right-click or access the context menu for the Contacts
folder, and then select New Folder, as the following screenshot depicts.
Figure 19: Creating a new contact folder
45
3. In the Create New Folder dialog box, in the Name box, enter a meaningful name for
the contacts folder, and then select OK.
Figure 20: Create New Folder dialog box
4. Add contacts to the new contacts folder by performing one of the following
procedures:
o Select the individual contacts that you want to add to the new contacts folder
and drag them into the folder.
o Right-click or access the context menu for the contact, select Move, and then
select Other Folder. In the Move Items dialog box, select the new contact folder,
and then select OK.
o Select the contact, and then, go to the Home tab. In the Actions group, select
Move, and then select Other Folder. In the Move Items dialog box, select the
new contact folder, and then select OK.
5. Select the folder to verify that the contacts are now part of the new contacts folder.
46
Share a contacts folder

After you have created a folder for your contacts, you might want to share these
contacts. To share a contacts folder:
1. Locate the folder you want to share in the navigation pane, right-click or access the
context menu for the folder, select Share, and then select Share Contacts.
Figure 21: Sharing a contacts folder
2. In the Sharing invitation window, in the To box, enter the list of recipients that you
want to share the folder with.
Figure 22: Sharing a contacts folder
3. By default, your recipients can only read your contacts in the shared folder. If you
want to grant a higher level of access, select the Recipient can add, edit, and
delete items in this contacts folder check box. Note that this permissions option
can only apply to users within your organization.
47
4. When you have completed the required information, select Send.

5. In the Microsoft Outlook dialog box, confirm that you wish to share your folder
with the listed recipients by selecting Yes.
Figure 23: Confirming that you want to share the folder
Open a shared contacts folder

If someone has shared their contacts folder with you, you can open it by using the email
invitation they sent. To open a shared contacts folder:
1. Switch to Mail.
2. In the list of emails, select the one with the subject that starts with the text Sharing
invitation.
3. In the details pane, select Open this Contacts Folder.
Figure 24: Accepting the invitation to share the folder
48
When Outlook switches to People, the new shared folder displays in the navigation
pane within the Shared Contacts folder.
Figure 25: Viewing the shared folder from People
Did you know?

You can share contact folders (and contacts) with users outside your
organization, but your email administrator must enable this setting.

In this activity, your teacher will demonstrate how to create a folder for contacts.
Resources required
• None
49
1. In Outlook, switch to People.
folder, and then select New Folder.
3. Name the folder My Contacts Folder.
4. In the list of contacts, right-click or access the context menu for Fen Long, select
Move, and then select My Contacts Folder.
5. Repeat step 4 for Danielle Gousse.
6. Select My Contacts Folder to verify that the contacts are now part of the new
contacts folder.
7. To share the folder, right-click or access the context menu for the My Contacts
Folder, select Share, and then select Share Contacts.
want to share this folder with. For example, enter the email address for Genevieve
Rollins. (Ideally, this will be an email address that is part of your organization and to
which you have access.)
9. Select the Recipient can add, edit, and delete items in this contacts folder check
box, and then select Send.
with the listed recipients by selecting Yes. A message is sent to the recipient (or
recipients).
11. Sign in as the recipient you used earlier, and open Outlook.
12. Switch to Mail.
invitation.
15. Outlook switches to People. In the navigation pane, the new shared folder displays
within the Shared Contacts folder.
50
Try-it: Create and share a contacts folder

In this standalone try-it activity, you'll create and share a contacts folder.
Resources
• The contacts that you have created within the other activities in Lesson 1 and
Lesson 2
• The email address of a partner with whom you want to share the contacts folder
Instructions
folder, and then select New Folder.
3. Name the folder Soil management project.
4. In the list of contacts, right-click or access the context menu for Fen Long, select
Move, and then select Soil management project.
5. Repeat step 4 for Danielle Gousse.
6. Select Soil management project to verify that the contacts are now part of the new
contacts folder.
7. To share the folder, right-click or access the context menu for the Soil management
project, select Share, and then select Share Contacts.
want to share this folder with. Ideally, this will be an email address that is part of your
organization and to which you have access. Enter the email address of your partner.
9. Ensure that the Recipient can add, edit, and delete items in this contacts folder
check box is cleared, and then select Send.
with the listed recipients by selecting Yes. The recipient(s) will receive a message.
11. Switch to Mail.
invitation. This should come from your partner.
51

14. Outlook switches to People. In the navigation pane, the Soil management project
shared folder displays within the Shared Contacts folder.
For more information on sharing contact folders, go to: Share a
contacts folder with others
Topic 2: Forward a contact

If one of your contacts needs information and contact details about another of your
contacts, you can forward that contact to them. The process of forwarding a contact is
straightforward and helps remove the possibility of error that might be present if you
were to manually enter contact details and forward it. Forwarding contacts is an
essential skill that can save you time and effort as you collaborate with your teammates.
Forward a contact
To forward a contact, you must first select that contact in your contact list. In People, on
the Home tab, in the Share group, select Forward Contact, as the following screenshot
depicts.
Figure 26: Forwarding a contact
52
The options to forward are As a Business Card and As an Outlook Contact. The
following screenshot depicts forwarding a contact by using the As a Business Card
option.
Figure 27: Forwarding a contact as a Business Card
The following screenshot depicts forwarding a contact by using the As an Outlook

Contact option.
Figure 28: Forwarding a contact as an Outlook Contact
When you use the As an Outlook Contact option, the contact’s information is
forwarded as an email attachment, and therefore includes more detailed information.
When you receive an email with contact information (as displayed in the following
screenshot), you must open the attachment, and then save the contact.
53
Figure 29: A forwarded contact in an email
The forwarded contact will then display in your contacts list.
For more information about forwarding contacts, go to: Forward a
contact.

In this activity, you’ll attempt to forward a contact to a colleague in the class. Your
teacher will guide the class during this activity. Make sure to bring up any questions with
your teacher and the rest of the class.
Resources required
• None
54
2. Follow your teacher’s guidance and work with your classmates to learn about
forwarding a contact.
Try-it: Forward a contact

In this try-it activity, you'll forward a contact to one of your classmates or your
teacher.
Try-it 1
In this try-it, you'll forward a contact from the contact card.
Resources
• The contacts that you created within the other Lesson 1 and Lesson 2 activities
• A partner that has a functioning email that can send and receive email
Instructions
1. In Outlook, in People, on the ribbon, select Change View, and then select Business
Card.
2. Right-click or access the context menu for Fen Long, and then select Forward
Contact.
3. Select As a Business Card.
4. In the Fen Long email message, in the To box, enter the email address of a
classmate or your teacher, and then select Send.
5. Switch to Mail.
6. Open the message from your classmate or teacher, which begins with the text Fen
Long. View the attached business card. It’s not necessary to save the card.
55
Try-it 2
In this try-it, you'll forward a contact from the contact list.
Resources
• The contacts that you created within the other Lesson 1 and Lesson 2 activities
• A partner that has a functioning email that can send and receive email
Instructions
1. In People, on the ribbon, select Change View, and then select List.
2. Right-click or access the context menu for Danielle Gousse, and then select
Forward Contact.
3. Select As an Outlook Contact.
4. In the FW: Danielle Gousse email message, in the To box, enter the email address of
a classmate or your teacher, and then select Send.
5. Switch to Mail.
6. Select the message from your student colleague or teacher, which begins with the
text FW: Danielle Gousse. View the attached Outlook Contact. It’s not necessary to
save the contact.
Topic 3: Print contact information

You probably connect with many people throughout the day at work, school, and in
your personal life. You might also interact with people through different online methods
such as social media. By printing your contact information, you can create a hard copy
as a quick reference or to save your contact list more securely.
To print an individual contact:
2. Open a specific contact.
3. On the File tab, select Print.
4. Select the appropriate printer.
56
Note: The Settings are configured for Memo Style because you have selected an
individual contact. Memo Style displays a single page for a contact, as the following
screenshot depicts.
Figure 30: Printing a contact’s information
5. When ready, select Print.

To print multiple contacts:
2. Select multiple contacts.
3. From the File tab, select Print.
4. Select the appropriate printer, and then, under the Settings header, select between
Table Style and Memo Style. Table Style displays a list of all contacts, as the
57
Figure 31: Printing multiple contacts with Table Style
5. When ready, select Print.

There are a number of other print styles available, depending on the contacts you have
selected and the contact view you are using:
• Card Style. Displays an alphabetic list of contacts.
• Small Booklet Style. Displays your contacts in an alphabetized list, but divided into
separate pages.
• Medium Booklet Style. Displays your contacts in an alphabetized list, but divided
into separate pages containing fewer contacts per page and using more paper.
• Phone Directory Style. Displays an alphabetized list of contacts displaying names
and phone numbers only.
58
The following screenshot depicts some of the different print style options.
Figure 32: Selecting a print style
For more information about printing contacts, go to: Print contacts,
messages, or other Outlook items

In this activity, you will discuss with a partner the reasons you might want to keep and
print a hard copy of Outlook contacts information.
Resources required
• None
Your teacher will guide you through this discussion. As you discuss with your partner,
consider making a list of questions or concerns you have, and then sharing them with
the class.
59
Try-it: Print contact information

In this leveled try-it activity, you will print contact information from the contact
card.
Try-it 1
In this try-it, you'll print a contact from the contact card.
Resources
• The contacts that you have created within the other Lessons 1 and 2 activities
• The Microsoft Print to PDF printer or another physical printer in your classroom
Instructions
1. If necessary, open Outlook and switch to People.
2. On the ribbon, select Change View, and then select Business Card.
3. Open the contact card for Fen Long.
4. On the ribbon, select File, and then select Print.
5. From the Printer list select Microsoft Print to PDF, and then select Print.
6. In the Save Print Output As dialog box, in the navigation pane, select Desktop.
7. In the File name box, enter Business Card, and then select Save.
8. Optionally, you could choose to review your output by navigating to the desktop
and opening the PDF file.
Try-it 2
In this try-it, you'll print contacts from the contact list.
Resources
60
Instructions
1. If necessary, open Outlook and switch to People.
2. On the ribbon, select Change View, and then select List.
3. Select all contacts, on the ribbon, select File, and then select Print.
4. Select Microsoft Print to PDF in the Printer list.
5. Select Table Style in Settings.
6. Select Print.
8. In the File name box, enter List and then select Save.
Try-it 3
In this try-it, you'll print a list of contacts as a phone list.
Resources
Instructions
1. If necessary, open Outlook, and switch to People.
2. On the ribbon, select Change View, and then select Phone.
3. Select all contacts, on the ribbon, select File, and then select Print.
4. Select Microsoft Print to PDF in the Printer list.
5. In Settings, select Table Style, and then select Print.
7. In the File name box, enter Phone list, and then select Save.
61
Wrap-up
Answer the following questions to determine what you learned in this lesson.
1. By default, when you share a folder of contacts, you can do so with anyone.
a. True
b. False
2. To print a list of contacts, which print layout must you choose?
a. Table Style
b. Memo Style
3. To help ensure that a shared contact is editable, you must select the
________________________ check box when sharing the contact.
4. A shared contact appears in your ________________________ folder.
62
Lesson 4: Managing contacts

Overview
Managing contacts is a practice that can greatly improve your productivity. If you have
correctly imported, updated, and categorized your contacts, you can coordinate your
messages with the correct recipients much more efficiently. In this lesson, you will learn
how to perform all these tasks in the People workspace.
Warm-up
In the previous lesson, you learned how to share contacts. In this lesson, you’ll learn how
to manage contacts. Use these questions to find out what you already know about this
lesson’s topics:
1. The default categories are named after projects.
a. True
b. False
2. You can categorize contacts in custom categories.
a. True
b. False
3. When working with categories for the first time, you are prompted to
________________________ the category.
4. If you want to print the details of an individual contact, you can do so by selecting
________________________.
Topic 1: Categorize contacts

You can categorize contacts to increase your productivity when emailing multiple
people within a group. In addition to sorting contacts by individual names, you can also
sort contacts within your categories.
63
Create a category
To create a category, in the People workspace, on the Home tab, in the Tags group,
select Categorize. The Categorize command provides a number of category options
that are named by color, as the following screenshot depicts.
Figure 33: The default color-coded categories
You can change the name of each category by selecting All Categories, and then
renaming a category in the Color Categories dialog box. You can add categories to
your contacts, just as you can with tasks, notes, email messages, and calendar invites. To
do this, select a person from the Contacts list. On the ribbon, select Categorize, and
then select the appropriate category. As depicted in the following screenshot, the
contact now has a color bar in the contact window. To view your contacts in individual
windows, simply double-click the appropriate contact name, or select it, and then select
Enter.
64
Figure 34: An individual Business Card contact with the Orange Category applied
For more information on managing contact categories, go to: Add
contacts to color categories
Video
To review a video on managing and assigning categories, go to: Set
categories, flags, reminders, or colors
In this activity, you’ll work with a partner to determine names of categories you might
use for assigning to your contacts.
Resources required
• None
65
Your teacher will guide you through this activity.
Try-it: Categorize contacts

In this try-it activity, you'll learn how to work with categorizing contacts.
Try-it 1
In this try-it, you'll categorize a contact from the Business Card view.
Resources
• None
Instructions
1. If necessary, in Outlook, switch to People.
2. On the ribbon, select Change View, and then select Business Card.
3. Open the Fen Long contact.
4. On the ribbon, in Tags, select Categorize, and then select Yellow Category.
5. In the Rename Category dialog box, in the Name box, notice that it currently
displays Yellow Category. Enter the text Project 1, and then select Yes.
6. On the ribbon, select Save & Close.
Try-it 2
In this try-it, you'll categorize contacts from the List view.
Resources
• None
Instructions
1. On the ribbon, select Change View, and then select List.
2. Select the first two contacts.
66
3. On the ribbon, in Tags, select Categorize, and then select Red Category.
4. In the Rename Category dialog box, in the Name box, notice that it displays Red
Category. Enter the text Project 2, and then select Yes.
Topic 2: Flag a contact for follow-up

A Follow Up flag is a useful reminder that helps you stay up to date with ongoing tasks
or communication. Similar to tasks, a Follow Up flag alerts you to still need to complete
an action that you probably needed more information on, or time to work on.
Flag a contact
To flag a contact, select the appropriate contact. On the Home tab, in the Tags group,
select Follow Up, and then select the timeline for the follow-up, as the following
screenshot depicts.
Figure 35: Assigning follow up for a contact
67
To verify the follow-up duration, select the contact, and then select Enter. This will
display the full contact detail and the follow-up commitment. The following screenshot
depicts a contact card with the follow-up flag.
Figure 36: Reviewing follow-up information for a contact
Activity: Discuss and Learn

In this activity, you will discuss reasons and real-life scenarios in which you would use
Follow Up flags in Outlook. Share experiences in which a follow up would have been
helpful and important to have.
Resources required
• None
Your teacher will guide you through this discussion. Use the following points to help
with the discussion:
1. Consider scenarios in which you would use a flag that would require a follow-up.
2. Identify how a follow-up flag displays in the contact’s detail page.
68
Try-it: Flag a contact for follow-up

In this leveled try-it activity, you'll flag a contact for follow-up by using the Home
tab.
Try-it 1
In this try-it, you'll apply a follow-up flag to the contact card.
Resources
• None
Instructions
1. If necessary, in Outlook, switch to People.
2. On the View tab, in the Current View group, select Change View, and then select
Card.
3. Right-click or access the context menu for Fen Long.
4. From the context menu, select Follow Up.
5. Select Next Week.
6. Open Fen Long’s contact information, and verify that follow up is configured for
next week.
7. Close the contact.
Try-it 2
In this try-it, you'll apply a follow-up flag to a contact by using the contact List view.
Resources
• None
69
Instructions
1. On the View tab, in the Current View group, select Change View, and then select
List.
2. Select and open the Danielle Gousse contact.
3. On the ribbon for the open contact, select Follow Up, and then select Tomorrow.
Try-it 3
In this try-it, you'll apply a follow-up flag to multiple contacts.
Resources
• None
Instructions
1. Select the first three contacts, and then on the Home tab, in the Tags group, select
Follow Up.
2. Select This Week.
3. Open one of the contacts you modified, and verify that Follow Up is for this week.
4. Close the contact.
Wrap-up
Answer the following questions to determine what you learned in this lesson.
1. You want a colleague to have access to a number of your contacts. How can you do
this quickly and efficiently?
a. Copy the contact details into the Office Clipboard, and paste them into an email.
b. Forward a contact by email to your colleague.
c. Share a contact with your colleague
d. Print a contact list and deliver it to your colleague.
70
2. You want to forward a contact to a colleague in your organization. Which of the

following options is a supported format?
a. List
b. Business Card
c. Card
d. Outlook Contact
3. You want to print a list of your contacts’ telephone numbers as an alphabetical list.
To do this, you need to choose the ________________________ print style.
4. It’s important to get back in touch with one of your contacts. You need to set a
________________________ on the contact for Next Week.
Glossary
The following table defines the key terms used in the module.
Categorize A command that you can use to organize your contacts in user-
defined categories.
Forward Contact A command that you can use to share a contact with a colleague.
Navigation Bar Icons that you can use to switch between Mail, Calendar, People,
Tasks, Notes, Folders, and Shortcuts.
Print Preview A pane that displays your print output without actually printing the
output. Outlook always creates a preview on the Print page.
Tag A means to highlight a contact with a Follow Up flag, or with high or

low importance.
View Preset or customizable ways to review information in Outlook

workspaces.
71

2. Locate the folder named M6_module_PST_starter_Firstname_Lastname, and right-
resides.
72
Cornerstone
Overview
In this cornerstone, you’ll help the volunteer coordinator at Munson’s Pickles and
Preserves Farm by managing the farm volunteer contact list.
Objectives
Cornerstone project objectives Exam objective(s)
Create and update contacts • 1.1.1: Change the display of

messages, calendar items, contact
records, and tasks
• 4.1.1: Import contacts from external
sources
• 4.1.2: Edit contact information
Use contact groups • 4.2.1: Create and delete contact

groups
• 4.2.2: Add contacts to existing contact
groups
• 4.2.4: Delete contact group members
Share and categorize contacts • 4.1.3: Share contacts
Duration
50 minutes

73

1. Open Outlook.
9. Select OK twice.

file
instructions:
74

Instructions
points you think you earned within the following task lists. You can ask for the help
of your teacher if required.
Tasks
The following sections describe the tasks you’ll need to do for this cornerstone.
Task 1: Create contacts (15 points)
o Full Name: Danielle Gousse
o Job title: Agricultural technologist
o File as: Gousse, Danielle
o Email: Danielle@munsonspicklesandpreservesfarm.com
o If available on your computer, add the appropriate image for this contact (3
points) (Exam objective: 4.1.2)
o Full Name: Fen Long
o Job title: Irrigation engineer
o File as: Long, Fen
o Email: Fen@munsonspicklesandpreservesfarm.com
o If available on your computer, add the appropriate image for this contact (3
points) (Exam objective: 4.1.2)
75
4. In Mail, locate and open the Staff profiles message. This will reside in the Inbox
folder of the M6_cornerstone_PST_starter_Firstname_Lastname .pst you attached
earlier.
5. Right-click or access the context menu for the message originator, Genevieve
Rollins, and then select Add to Outlook Contacts.
6. Save the contact. (4 points) (Exam objective: 4.1.2)
7. Right-click or access the context menu for one of the recipients, Hilary Brennan,
and then select Add to Outlook Contacts.
8. Modify the Company field, changing it to Munson's Pickles and Preserves.
9. Change File as to Hilary Brennan.
10. In the Email box, enter Hilary@Munsonspicklesandpreservesfarm.com.
12. Switch to People.
13. Open Genevieve Rollins.
14. In the Company box, enter Munson's Pickles and Preserves.
15. Change File as field to Genevieve Rollins.
16. Modify the Email field to Genevieve@Munsonspicklesandpreservesfarm.com.
17. Save the contact. (5 points) (Exam objective: 4.1.2)
Task 2: Export and import contacts (10 points)

1. In Outlook 2019, in People, select the File tab, and then select Open & Export.
3. Select Export to a file.
4. Select Comma Separated Values.
5. In the Export to a File dialog box, make sure Contacts is selected.
6. Browse to and select Desktop.
7. Save the file as Contacts.
8. Browse to the Desktop on your computer and verify the presence of the file. (5
points)
9. In Outlook, select the File tab, and then select Open & Export.
76

11. In the Import and Export Wizard, select Import from another program or file.
12. Select Command Separated Values.
13. Browse to and open your Contacts .csv file (on the desktop).
14. Select Allow duplicates to be created.
15. In the next window, Import a File, select the destination location. The default,
Contacts, is appropriate.
16. After the import, verify that you have duplicates of your original contacts because
you selected to allow duplicates.
17. Delete the newly created duplicates. (5 points) (Exam objective: 4.1.1)
Task 3: Manage contact groups (15 points)

1. In Outlook 2019, select People, and on the ribbon, select New Contact Group.
2. Name the group CSA Program Volunteers.
3. Add all available contacts to the group and save the group. (5 points) (Exam
objectives: 4.2.1, 4.2.2)
o Full Name: Alex Nino
o Company: Best For You Organics Company
o Email address: Alex@bestforyouorganics.com
o Job title: Manager
o File as: Alex Nino
5. Add the newly created contact, Alex Nino, to the CSA Program Volunteers group.
6. Remove Fen Long from the group, and then save the changes. (5 points) (Exam
objectives: 4.2.1, 4.2.4)
7. In the contacts list, select the CSA Program Volunteers contact group.
8. On the ribbon, select Delete. (5 points) (Exam objective: 4.2.1)
77
Task 4: Manage contacts (10 points)

1. Select Danielle Gousse.
2. On the ribbon, select Share Contacts.
3. In the Sharing invitation - Contacts - Share dialog box, in the To box, enter the
email address of a fellow student or your teacher, and then select Send.
4. When prompted, select Yes to set the contacts list as read-only for your partner. (4
points)
5. In the contacts list, select Fen Long. On the ribbon, select Forward Contact, and
then select As a Business Card.
6. In the Fen Long - Munson's Pickles and Preserves - Message (HTML) dialog box,
in the To box, enter the email address of a student or your teacher, and then select
Send. (4 points) (Exam objectives: 1.1.1, 4.1.3)
7. Switch to Mail and locate the email messages your student partner has sent to you.
These are a Sharing Invitation and a contact business card. Review these messages.
8. In the Sharing Invitation message, select Open this Contacts folder. You should
observe the contact list from your colleague.
9. Switch back to Mail.
10. Open the remaining email, and verify that a business card displays in the details of
the message. (2 points) (Exam objective: 4.1.3)
TOTAL POINTS: ________ /50

78
79
Student Guide
40569A
Module 7: Managing tasks and notes
Managing tasks and notes
Contents
Contents ..............................................................2 Change views by using the Current
Module overview .............................................4 View options on the Home tab ......28
Description.....................................................4 Print a task ..............................................31
Scenario ..........................................................5 Activity: Show and tell ........................32
Cornerstone ...................................................5 Try-it: Observe and print tasks .......33
Lesson 1: Creating and printing your Wrap-up .......................................................34

tasks ......................................................................6 Lesson 2: Using task assignments ..........36
Warm-up ........................................................6 Warm-up ......................................................36
Attach the module .pst file ......................7 Topic 1: Assign a task..............................37
Copy content into the module .pst file Assign a task ..........................................37
............................................................................8 Review assignment options and use
Topic 1: Create and flag tasks ................8 tags on assignments ...........................38
Create a task .......................................... 12 Activity: Pose a challenge .................40
Create a task using a Follow Up flag Try-it: Assign a task .............................40
.................................................................... 13 Try-it 1 ......................................................40
What can you do with a task? ........ 18 Try-it 2 ......................................................41
Create a task in the To-Do Bar ....... 19 Try-it 3 ......................................................41
Add tags to the tasks ......................... 21 Topic 2: Accept and update a task ....42
Activity: Each one, teach one .......... 22 Accept a task..........................................42
Try-it: Create and flag tasks ............ 23 Update task progress .........................44
Try-it 1...................................................... 23 Send a status report ...........................46
Try-it 2...................................................... 23 Activity: Think-pair-share ..................47
Topic 2: Update a task............................ 24 Try-it: Accept and update a task....48
Update a task ........................................ 24 Try-it 1 ......................................................48
Activity: Think-pair-share ................. 26 Try-it 2 ......................................................48
Try-it: Update a task ........................... 27 Try-it 3 ......................................................49
Topic 3: Observe and print tasks ....... 27 Wrap-up .......................................................50
2
Lesson 3: Creating and sharing notes .. 51 Try-it 3 ......................................................60

Overview ...................................................... 51 Topic 3: Forward a note by using email
Warm-up ..................................................... 52 .........................................................................61
Topic 1: Create and categorize notes Forward a note by email ...................61

......................................................................... 52 Activity: Think-pair-share ..................63
Create and customize notes ........... 52 Try-it: Forward a note by using
Activity: Each one, teach one .......... 54 email ..........................................................63
Try-it: Create and categorize notes Wrap-up .......................................................64

.................................................................... 55 Detach the module .pst file ..................64
Try-it 1...................................................... 55 Cornerstone .....................................................66
Try-it 2...................................................... 55 Overview ......................................................66
Topic 2: Observe and print notes ...... 56 Duration .......................................................66
Use Print preview ................................. 58 Attach the Cornerstone .pst file ..........66
Activity: Tell a story ............................. 59 Copy content into the Cornerstone
Try-it: Observe and print notes...... 60 .pst file ...........................................................67
Try-it 1...................................................... 60 Instructions..................................................68
Try-it 2...................................................... 60 Tasks ..............................................................68

Detach the Cornerstone .pst file.........69
3
Module overview
Description
With our busy lives and all that we must remember, it's not surprising that we
occasionally forget to do something. You can use the Calendar in Microsoft Outlook
2019 to manage appointments, such as meetings and calls, but there are some events
that you cannot easily categorize as either meetings or calls.
Currently, you might jot down tasks, reminders, and notes in a diary or desk organizer,
or even on the back of an envelope. While this practice is simple, it also has limits. For
example, you must remember to observe your paper list, and where necessary, take the
list (such as a shopping list) with you.
Often overlooked, the Tasks and Notes views in Outlook provide a convenient means of
managing simple events and reminders and can help replace paper-based lists and
notes. This module describes how you can use Outlook to manage your tasks and notes.
objectives.

objective(s)
Creating and printing Create, update, tag, and print tasks. • 4.3.1
your tasks
Using task assignments Create and manage task assignments • 1.1.1

and send status reports. • 1.4.1
• 4.3.1
Creating and sharing Create, customize, print, and forward None

notes notes.
Cornerstone: Creating Organize your workload by using tasks All of the

tasks and notes to and notes in Outlook. above
organize your workload
4
Scenario
Your work at Munson’s Pickles and Preserves Farm has been very rewarding over the
past year. Even though winter is a slow season for outside activities, the farm is busy
planning next year’s events and readying farm equipment for spring planting.
Paper to-do lists and personal notes clutter your desk. This is the perfect time to
organize your notes and lists in your Outlook mailbox.
Cornerstone
This module concludes with a Cornerstone, in which you’ll work with both tasks and
notes. In the Cornerstone, you’ll:
• Create and print tasks.
• Assign tasks.
• Create and share notes.
5
Lesson 1: Creating and printing

your tasks
Overview
You can create a task as a reminder to do something. Once the task is complete, you
can check it off your list. However, you can do much more with Outlook tasks. You can
flag them, categorize them, add multiple steps to them (like a simple project plan),
assign them to team members, configure a completion schedule, and more. You can
also easily take your tasks with you, because Outlook stores them and they are available
across your Windows (and other) devices.
Warm-up
Ask your neighbor if they have any questions about the topics covered in Module 6.
Help them if you can, then use these questions to find out what you already know about
this lesson’s topics.
1. Which of the following is a task tag?
a. Private
b. High Importance
c. Follow Up flag
d. All of the above
2. Which of the following is a valid Follow Up flag?
a. High Importance
b. Call
c. Reminder
d. Private
6
3. If you delete a task, from where can you recover it?

a. The Deleted Items folder in Outlook
b. The Recycle Bin in Windows
c. The Garbage folder in Tasks
d. There is no way to recover deleted tasks
4. You can customize your task list view by accessing the ________________________ button
on the ribbon in Tasks.
5. To print a list of tasks, select the ________________________ in the print window.
6. Tasks which are due highlight in ________________________ in the task list.

To provide the most effective learning experience, this module includes an external
Outlook Data File, or .pst file. It resides in a location that your teacher will provide. To
complete this module, you must attach this .pst file into Outlook before you can
perform any try-its. You’ll also store the results of your try-its in this .pst file. This allows
your teacher to assess your work by examining the .pst file’s contents.
1. Open Outlook.
course.
7
then select Properties.
9. Select OK twice.

instructions:
Topic 1: Create and flag tasks

In this topic, you'll create a task, use a Follow Up flag for a task, and add tags to
tasks. Before learning the details of using and managing tasks, it's important that you
know how to access tasks. To access tasks, locate the Tasks view from the Navigation
Bar, which the following screenshot depicts.
8
Figure 1: The Tasks folder in Outlook 2019
When you select Tasks, there are two default nodes or folders, To-Do List and Tasks, in
the navigation pane. The following screenshot highlights these folders.
Figure 2: The To-Do List and Tasks folders
9
The To-Do List folder contains a structured list of your tasks and works very much like a
checklist of tasks that you might typically write in a notepad. You can use the context
menu to check off tasks easily once they are complete, which the following screenshot
depicts:
Figure 3: Modifying the properties of a task using the context menu
The Tasks folder contains a more generic list of your tasks. You can choose between a
simple list or a detailed view, which the following screenshot depicts:
Figure 4: Selecting a suitable view for your tasks
You can create additional lists, or folders, under the My Tasks node.
10
Did you know?

You can also download and install the Microsoft To Do app from the
Microsoft Store. You can use this app to view and manage your
tasks outside of Outlook.
The following screenshot depicts the Tasks pane in the Microsoft To Do app:
Figure 5: Viewing tasks by using the Microsoft To Do app
11
The Outlook app for iOS and Android does not provide access to
Tasks. However, versions of the Microsoft To Do app are available for
your iOS or Android phone.
Create a task
To create a task, use the following procedure:
1. In Outlook, select the Tasks view.
2. In the navigation pane, select the Tasks folder.
3. On the ribbon, on the Home tab, in the New group, select New Task, which the
following screenshot depicts:
Figure 6: Creating a new task from the ribbon
4. In the Untitled - Task window, in the Subject text box, enter Contact preserve jar
sales team.
5. Select the text box for the task and enter Telephone the jam jar suppliers and
order additional units.
6. On the ribbon, select Save & Close, as the following screenshot depicts. Your task is
now saved to the Tasks list.
12
Figure 7: Configuring task details and saving a task
Create a task using a Follow Up flag

You can use a Follow Up flag to set start and end dates and a reminder on a task.
Available options are to set a Follow Up flag for Today, Tomorrow, This Week, Next
Week, or Custom. To create a task with a Follow Up flag set, use the following
procedure:
1. In Outlook, select the Tasks view.
2. In the navigation pane, select the Tasks folder.
3. On the ribbon, on the Home tab, in the New group, select New Task.
4. In the Untitled - Task window, in the Subject text box, enter Flagged task.
5. Select the text box for the task, and enter This task is flagged.
13
6. On the ribbon, select Tags, select Follow Up, and then select Custom, which the
Figure 8: Adding a custom Follow Up flag to a task
7. In the Custom dialog box, in the Flag to list, you can choose between: Call, Do not
forward, Follow up, For Your Information, Forward, No Response Necessary,
Read, Reply, Replay to All, and Review.
8. In this case, select For Your Information and then set the Start date as two days
from now.
9. Select the Reminder check box, set the reminder date for tomorrow at 16:00, and
then select OK, as the following screenshot depicts.
Note: if your computer is configured to display time in a 12-hour clock format, then
set the reminder for 4:00 PM.
14
Figure 9: Configuring a custom Follow Up tag
10. Verify the flag in the Info Bar, which is at the top of the Flagged task - Task
window, and beneath the ribbon. The following screenshot depicts this flag:
Figure 10: Verifying the Follow Up information with the summary
15
11. Also notice that the task has been updated with details for Start date, Due date, and
Reminder details, as the following screenshot depicts. These options should reflect
the information you entered. On the ribbon, select Save & Close.
Figure 11: Viewing the details of the Follow Up tag
To set a Follow Up on an existing task, use the following procedure:

1. In the Tasks folder, in the list of tasks, right-click or access the context menu for the
appropriate task. In this case, right-click or access the context menu for Contact
preserve jar sales team, select Follow Up, and then select Tomorrow, as the
16
Figure 12: Assigning a Follow Up tag for tomorrow
2. Right-click or access the context menu for Contact preserve jar sales team, select
Follow Up, and then select Add Reminder.
3. In the Custom dialog box, in the Flag to list, select Call, and then select OK, as the
Figure 13: Configuring a custom Follow Up tag
17
What can you do with a task?

When you select a task in either the To-Do List or the Tasks list, you can perform
several actions on the task. The actions are available on the context menu for a task and
also on the Home tab of the ribbon, above your task list, as the following screenshot
depicts:
Figure 14: The Home tab in tasks
The following table describes the available actions.
Forward / Forward You can forward a task to another person. This option opens
as an Attachment a new email dialog box. You must then identify the recipient
and complete the email text. Note that Outlook
automatically assigns the label of the task’s name to the
Subject box.
Mark Complete If you mark an item as complete, it will no longer display in

the To-Do List. However, if you mark an item as complete
when you are viewing tasks from the Tasks list, the text for
the marked item displays with strikethrough formatting. If
you mark a task as complete in error, immediately select
Ctrl+Z to undo the operation. Otherwise, go to the Tasks
list, select the completed task, and then select Mark
Complete. This marks the item as not completed.
Remove from List When you finish a task, you can remove it completely, both
from the To-Do List and the Tasks list, by using the
Remove from List option. Effectively, the task is deleted.
Follow Up You can use this option to configure actions to perform on

your task, such as assigning a start and end date, together
with reminders.
Current View You can use this option to change the current view in the
selected list. You can also create and manage additional or
existing views and customize them to your needs. We'll
discuss views later in this module.
18
Move Use this option to move a task between lists.
Tags You can use this option to assign a category for the task,
and to set the status of the task as Private, High
Importance, or Low Importance.
Assign a Task If you have a task that you would like someone else to
perform, you can assign the task to them. This option is only
available from the context menu. You will learn more details
later in this module.
Table 2: Available task actions
Did you know?

If you want to recover a deleted task item, you must recover it from
the Deleted Items folder like any other deleted Outlook item. To do
this, switch to Folder view, select Deleted Items, select the deleted
task you want to recover, select Move on the ribbon, and then
select the Tasks folder.
Create a task in the To-Do Bar

You can enable the To-Do Bar view from the View tab in Outlook. To enable and use
the To-Do Bar to create a task, use the following procedure:
1. In Outlook, on the ribbon, select the View tab.
2. On the View tab, select To-Do Bar, and then select Tasks, as the following
screenshot depicts. The To-Do Bar displays on the far right of the Outlook ribbon.
Figure 15: Enabling the To-Do Bar
19
3. Right-click or access the context menu for the To-Do Bar, and then select New Task,
as the following screenshot depicts:
Figure 16: The To-Do Bar
4. The Untitled - Task window displays. Complete the dialog box and then select Save
& Close.
From within the To-Do Bar, you can reorganize your tasks by category, start date, due
date, folder, type, and importance. To do this, at the top of the To-Do Bar, select
Arrange by, and then select the appropriate option. For example, select Due Date, as
the following screenshot depicts:
20
Figure 17: Rearranging tasks by due date
Add tags to the tasks

You can use tags to assign several properties to your tasks to help you filter, identify, or
prioritize your tasks.
To assign tags, in the Tasks list, select the appropriate task, and then, on the ribbon,
from the Tags group, select either Categorize, Private, High Importance, or Low
Importance.
The following screenshot depicts how to assign tags:
Figure 18: Tagging tasks
21
The following table describes the available tags.
Categorize You can use this tag to allocate a category to a particular

task. The same categories that you use in the Outlook
Calendar feature are available here. Default categories are
labeled by color; for example, blue, green, and so on. You
can rename these defaults, and create additional categories
as required. When you assign a category, the view for the
task automatically updates with the color of that category in
the tasks list.
Private You can use this tag to prevent others from observing a
particular task. Only you can observe the task properties.
High Importance As with emails, you can mark a task as having high
importance. Tasks marked this way appear with a red
exclamation point in front of the task subject.
Low Importance You can also mark tasks with a low importance. Tasks with
low importance appear with a blue downward arrow before
the task subject.
Table 3: Available task tags

In this activity, you’ll work with a partner to research how to create tasks, and then teach
each other what you’ve learned. Your teacher will guide the class through this activity.
Resources required
• None
1. Open Outlook.
2. Reach out to a classmate and form a pair.
3. Open Help in Outlook and search for topics on creating tasks.
22
4. Select a topic while your partner selects another topic.

5. Research the topic and teach each other what you’ve learned.
Try-it: Create and flag tasks

In this leveled try-it activity, you'll learn how to create tasks, and how to flag them.
Try-it 1
In this try-it, you'll create a task from the ribbon.
Resources
• None
Instructions
1. If necessary, open Outlook 2019.
2. Switch to the Tasks view.
3. Create a new task from the ribbon.
4. In Subject, enter Created from Ribbon and, if desired, enter Start date and Due
date information.
5. Assign the task High Importance.
6. Save the task.
Try-it 2
In this try-it, you'll create a task by using a keyboard shortcut.
Resources
• None
23
Instructions
1. In Outlook, in Tasks, select Ctrl+N to create a new task.
2. In Subject, enter Created from Shortcut and, if desired, enter Start date and Due
date information.
3. Assign the task the Blue category.
4. Save the task.
For more information on creating tasks and to-do items, go to: Create
tasks and to-do items
Topic 2: Update a task

As your workday evolves, you might need to update your tasks. In this topic, you'll
learn how to do that quickly and easily.
Update a task
You can update a task from the Tasks list. Select your task from the Tasks view, which is
located beneath the My Tasks node. Once you have selected your task, you can use the
available options on the ribbon, or from the context menu for the task, to update it.
Typical actions might include marking a task as complete, removing a task from a list, or
assigning Follow Up or tags.
To perform more detailed changes, in your selected list view, use the following
procedure:
1. Open the appropriate task.
2. In the Task name - Task window, on the Task tab, in the Show group, select Task,
24
Figure 19: Viewing task information
3. You can change the following options:

o Subject
o Start date
o End date
o Reminder details
o Status (choose from Not Started, In Progress, Completed, Waiting on
someone else, and Deferred)
o Priority
o % Complete
4. On the ribbon, in the Show group, select Details, as the following screenshot
depicts:
25
Figure 20: Viewing task details
5. You can change the following options:

o Date completed
o Total work
o Actual work
o Company
o Mileage
o Billing information
6. From the ribbon, you can also configure the following additional settings:
o Mark Complete
o Assign Task
o Send Status Report
o Recurrence
o Tags
In this activity, your teacher will pose questions about updating tasks. Your teacher will
guide the class through this activity, as you share your answers with classmates.
26
Resources required
• None
1. Think about the answers to the questions your teacher asked.
2. Share your answers with a neighboring classmate and discuss answers with them.
Try-it: Update a task

In this standalone try-it activity, you'll update a task.
Resources
• None
Instructions
1. In Outlook, in Tasks, open the Created from ribbon task you created earlier.
2. Modify the Status and %Complete values to indicate progress on the task, but do
not mark it complete.
3. Save the task.
4. From the ribbon, mark the task as complete.
Topic 3: Observe and print tasks

Often, if you have many tasks, changing the current list's view can help you easily
know what's urgent, and what can wait. It can also be very handy to have a printed copy
of all your current tasks, or the details for a specific task. In this topic, you'll learn how to
create and change task views, and how to print tasks.
27
Change views by using the Current View options

on the Home tab
Once you start using tasks in your workplace, you might find you have an increasing
number to manage. Using the appropriate view can help you more effectively manage
your tasks. To change your current task view, from the Home tab on the ribbon, in the
Current View group, select Change View. You can choose between Detailed, Simple
List, To-Do List, Prioritized, Active, Completed, Today, Next 7 Days, Overdue,
Assigned, and Server Tasks, as the following screenshot depicts:
Figure 21: Changing the task view
In addition to the list of available views, you can also select Manage Views, Save
Current View As a New View, and Apply Current View to Other Task Folders.
To create a new view, use the following procedure:
1. Select Manage Views.
2. Review the existing views in the Manage All Views dialog box, as the following
screenshot depicts:
28
Figure 22: Modifying default views
3. To create a new view, select New.

4. In the Create a New View dialog box, depicted in the following screenshot, in the
Name of new view box, enter a name, and then select the type of view. You can
choose Table, Timeline, Card, Business Card, People, Day/Week/Month, and Icon.
You can also select whether the view is available on this folder only or on all folders,
and whether the view displays only to you, or to everyone. When you have selected
the appropriate settings, select OK.
29
Figure 23: Creating a new custom view
5. In the Advanced View Settings: view name dialog box, you can define several
formatting options, including Columns, Group By, Sort, and Filter, which the
Figure 24: Configuring advanced view settings
30
6. When you finish updating your view settings, select OK twice.

7. To assign the view, from the ribbon, select Change View, and then select the new
view.
Print a task
To print all your current tasks as a list, select the appropriate view, and then use the
following procedure:
1. On the ribbon, select the File tab.
2. Select Print.
3. On the Print page, select Table Style, as the following screenshot depicts:
Figure 25: Printing a list of tasks using Table Style
4. If necessary, select the appropriate printer from the Printer list.

5. Select Print.
If you want to print the detail for a specific task, or tasks, use the following procedure:
1. In the appropriate tasks list, select the item(s) you want to print.
2. On the ribbon, select the File tab.
3. Select Print.
4. On the Print page, select Memo Style, as the following screenshot depicts:
31
Figure 26: Printing a specific task in Memo Style
5. If necessary, select the appropriate printer from the Printer list.

6. Select Print.

In this activity, your teacher will demonstrate how to create, observe, and print tasks.
Follow along and ask your teacher if you have any questions.
Resources required
• Ideally, your computer is configured with a Microsoft Print to PDF printer. If not,
you can use any local printer to preview the settings.
1. If necessary, open Outlook.
2. Select Tasks.
3. In Tasks, select the Tasks folder.
4. On the ribbon, on the Home tab, in the New group, select New Task.
5. In the Untitled - Task window, in the Subject text box, enter Demonstration task.
32
6. In the body text, enter This is a demonstration task.

7. On the ribbon, select High Importance, and then select Save & Close.
8. Create two additional tasks named Second Demonstration task and Third
demonstration task.
9. Assign Low Importance to the second task and save and close both.
10. On the ribbon, select Change View and then select Prioritized. Notice that tasks are
grouped by importance.
11. Select Change View and then select Simple List.
12. Highlight all three tasks, and then select the File tab on the ribbon.
13. Select Print.
14. Ensure that the Printer is set to Microsoft Print to PDF. If that's not available,
choose any other available printer for this demonstration.
15. In the Settings area, select Table Style.
16. Zoom in to the preview area.
17. In the Settings area, select Memo Style.
18. In the Preview area, select Preview and then go through each page.
19. You do not need to print anything. Select Back to return to Tasks.
Try-it: Observe and print tasks

In this standalone try-it activity, you'll change task views and use print preview.
Resources
• Your computer should have Microsoft Print to PDF as a printer option. If not,
choose another local printer, or else just skip the printing step.
Instructions
1. In Outlook, create a new task.
2. In the Subject box, enter Test Print.
3. Enter Start date and Due date information.
4. Save the task and close it.
33
5. From the Tasks list, open your newly created task.

6. On the ribbon, go to File, and then select Print. You can observe a preview on the
right side of the display.
7. If, under Printer, Microsoft Print to PDF is available, print the task and save the PDF
file to your desktop with the same name as your task.
8. Close the task.
9. On the ribbon, go to Tasks, and select Change View to explore the available
options. Try a few different views, and then return to the default view.
For more information on creating and printing Outlook items, visit:
Print contacts, messages, or other Outlook items
Wrap-up
1. In which view do completed tasks not display by default?
a. To-Do List
b. Tasks
2. If you want to set a Follow Up flag, which button must you select in an open task?
a. Follow Up
b. Tags
c. Reminder
d. Flag
3. If you set a Follow Up for tomorrow, then Tasks ________________________
automatically create a reminder.
34
4. If you want to indicate that a task is underway, you must set the
________________________ property for the task.
35
Lesson 2: Using task

assignments
Overview
You've now learned how to create and manage tasks. One of the more useful features of
tasks in Outlook is the ability to assign tasks to other individuals. In this lesson, you'll
learn how to assign a task, and accept and update a task that's been assigned to you.
Warm-up
In the previous lesson you learned how to create and edit tasks. In this lesson you will
learn how to use task assignments. Use these questions to find out what you already
know about this lesson’s topics:
1. When you assign a task, at what stage can you request a status report?
a. The task is edited
b. The task is completed
c. The task is deleted
d. All of the above
2. When you accept a task, you can choose between which two options?
Select the correct two options.
a. Send the response now
b. Delete owner's copy of task
c. Edit the response before sending
d. Send status report
3. You can assign a task to anyone for whom you have ________________________.
4. Assigned tasks arrive as ________________________
36
Topic 1: Assign a task

It's quite likely that you’ll want to assign a task to someone else within your
organization. Fortunately, with Tasks in Outlook, this process is straightforward, and it
uses the email and contacts capabilities of Outlook.
Assign a task
To assign a task, use the following procedure:
1. Select the appropriate task view and then locate the task you want to assign.
2. Right-click or access the context menu for the task, and then select Assign Task.
3. Go to the Task name - Task window, select the To text box, and enter the email
address of the recipient of your task, as the following screenshot depicts.
Alternatively, select To and browse and locate the recipient's name from an address
list, if available.
Figure 27: Assigning a task
37
4. Configure any additional properties, such as categories and tags.

5. Select Send.
The person to whom you have assigned a task must now respond to the assignment.
The next topic examines that process in more detail.
Did you know?

You can choose to keep an updated copy of the assigned task in
your own tasks list. This option is enabled by default. Additionally,
you can request a status report when the task has been completed;
this option is also enabled by default.
Review assignment options and use tags on

assignments
You can review task properties after you assign and accept a task. To view assignment
options, locate the task that you assigned in your list of tasks and open it. The following
screenshot depicts a task window.
38
Figure 28: Viewing an assigned task
From the Task Name - Task window, you can observe and update the following
properties.
Show Select the Task button to observe a summary of the status

of the task. Select the Details button to view more detailed
status, including hours spent, company, mileage, and billing
information.
Manage Task Select Send Status Report to generate an email message

that sends the current details of the task to a designated
recipient.
39
Tags You can use Tags on assignments in the same way that you
can on any other task. Select the task you want to modify,
and then, using the ribbon or context menu, configure tags
such as categories, privacy, and importance. You can assign
these values when you create a task. Alternatively, you or the
person to whom you assigned the task, can assign these
values later.
Table 4: Configurable task properties

In this activity, your teacher will present a scenario and ask for your help in assigning
some tasks. Think of different ways in which you can assign and manage tasks and help
your teacher.
Resources required
• None
• Engage in the discussion and activity with the teacher.
• Ask and answer any questions.
Try-it: Assign a task

In this leveled try-it activity, you'll learn how to assign tasks.
Try-it 1
In this try-it, you'll assign a task using the Task card.
Resources
• An email address. You will only be able to assign a task properly if you have email
accounts for other students or your teacher.
40
Instructions
1. In Outlook, go to Tasks, and create a new task called Assigned Task.
2. Right-click or access the context menu for Assigned Task, and then select Assign
Task.
3. Enter your partner or teacher’s email address, as instructed.
4. Keep an updated copy of the task on your task list, so that you receive a status
report upon completion.
5. Send the email task assignment.
Try-it 2
In this try-it, you'll assign a task using the Task card and flag it for Follow Up.
Resources
Instructions
1. Create a new task called Second Assigned Task. Save the task and then select it.
2. On the ribbon, select Assign Task.
5. On the ribbon, select Follow Up, and then configure a Follow Up for this time next
week.
Try-it 3
In this try-it, you'll assign a task using the Task card and mark it with importance.
41
Resources
Instructions
1. Create a third task called Third Assigned Task.
2. On the ribbon, select Assign Task.
5. On the ribbon, set the High Importance tag.
For more information on assigning and tracking tasks, visit: Assign and
track tasks
Topic 2: Accept and update a task

If somebody assigns you a task, you must know how to accept the task, and then, as
you proceed through the assignment, how to update the task. It's also important that
you understand how to notify the task owner of any change in the task's status.
Accept a task
When someone assigns you a task, you will receive an email notification. To observe this
notification, switch to Mail view and then locate the message with the subject that
begins with Task Request, as the following screenshot depicts:
42
Figure 29: Accepting a task and viewing the email assignment
If you don't wish to accept the task, select Decline in the message body. If you wish to
accept the task, select Accept. In both cases, you are prompted to edit a response
before sending it, as the following screenshot depicts:
Figure 30: Accepting a task assignment
If you choose to edit the response, an email window will open, as the following
screenshot depicts. Add any text to the response, configure any options, such as start
and due dates, and then select Send.
43
Figure 31: Editing the task assignment response email
If you switch to your Tasks view, the task is listed.
Update task progress

Whenever you update a task that someone has assigned to you, the status automatically
updates in all copies of the task, including the copy of the person who assigned it. To
update any assigned task, simply open the task and make the necessary changes, as
with your own tasks. When you complete a task, the task owner receives an email
message confirming this, as the following screenshot depicts:
44
Figure 32: Viewing the Task Completed email for an assigned task
In addition, the task is marked as complete in the task owner's Tasks list, as depicted in
the following screenshot.
Figure 33: Viewing completed tasks
45
Send a status report

You can send a status report for any assigned task (or unassigned task). To do this, open
the task properties, and select Send Status Report, as the following screenshot depicts:
Figure 34: Preparing to send a status report
If the task is assigned, the default recipient of the report is the task owner. However, you
can add additional recipients. When you complete the recipients list, update the text
with any details about the task, and then select Send, as the following screenshot
depicts:
46
Figure 35: Sending a status report for a task
For more information on sending status reports, visit: Send a task
status report
In this activity, you will work with a partner to learn about viewing, accepting, and
updating tasks. Your teacher will guide the class through this activity.
Resources required
• None
47
1. Open Outlook.
3. Follow your teacher’s guidance and work with your partner to learn about viewing,
accepting, and updating tasks.
Try-it: Accept and update a task

In this leveled try-it activity, you'll accept assigned tasks and manage the task
status.
Try-it 1
In this try-it, you'll accept a task request from a classmate.
Resources
• You must work with a partner. The partner must already have assigned you a task.
Instructions
1. In Outlook, switch to Mail.
2. You should have at least one email from a partner or your instructor with the prefix
Task Request. (It is likely that you have three invites).
3. Select the first of these emails, and then accept the assignment request.
Try-it 2
In this try-it, you'll accept a task from a classmate and update the status.
Resources
• You must work with a partner. The partner must assign you a task before the try-it.
48
Instructions
3. Select the second email, and then accept the assignment request.
4. Switch to Tasks.
5. Open the newly accepted task.
6. Update the Status to In Progress and save and close the task.
Try-it 3
In this try-it, you'll accept a task from a classmate, update it as complete and send a
status report.
Resources
• You must work with a partner. The partner must already have assigned you a task.
Instructions
3. Select the third email, and then accept the assignment request.
4. In Outlook, in Tasks, open the newly accepted task.
5. Mark the task as complete.
49
Wrap-up
1. When you complete an assigned task, which of the following happens?
a. Outlook automatically marks the task as complete in your tasks list.
b. Outlook automatically marks the task as complete in the original task owner's list.
c. The original task owner receives a status report.
d. All of the above.
2. When someone assigns you a task, and before you accept it, where can you observe
the task?
a. In your task list
b. In the owner's task list
c. In the email message the owner sent you
3. Outlook automatically sends a status report to the assigned task's owner every time
you make a change to the task.
a. True
b. False
4. All email messages that contain a task assignment begin with the following words:
________________________
5. When you have ________________________ an assigned task, the owner receives a status
report.
6. The default recipient for status reports for assigned tasks is the original
________________________
50
Lesson 3: Creating and sharing

notes
Overview
Think of Outlook Notes as sticky notes that you can use to jot down quick notes and
stick them on your desktop or on your Notes window. You can also use the Notes
feature to record detailed notes on a specific meeting or event.
Before you begin working with Outlook Notes, you must be familiar with the primary
user interface. The Notes feature, displayed in the following screenshot, enables you to
create, modify, and delete notes.
Figure 36: The Notes module in Outlook 2019
51
Warm-up
In the previous lesson, you learned how to assign tasks. In this lesson, you will learn how
to create and share notes. Use these questions to find out what you already know about
this lesson’s topics:
1. Which of the following is the default view for notes?
a. Last 7 Days
b. Icon
c. Notes List
2. You can assign notes to someone just as you can assign tasks.
a. True
b. False
3. You share notes by ________________________ them.
4. If you want to print the details of a note, choose the ________________________ style
when printing.
Topic 1: Create and categorize notes

Just like the repositionable sticky notes you might have on your desk, you can use
Outlook Notes to keep important information that might not relate to any contact or
project.
Create and customize notes

To create a note, go to the Notes view. On the ribbon, select the Home tab, and in the
New group, select New Note. The following screenshot depicts the Home tab on the
ribbon in Notes view.
Figure 37: The Outlook 2019 Home tab on the ribbon in Notes view
52
A new note appears. You can enter any text here.
Did you know?

Outlook automatically derives the note title from the text you enter
on the first line of the note.
You can add categories to your notes, just as you can with tasks. To do this, select a
note from the Notes list, and then, on the ribbon, select Categorize. Then, select the
appropriate category. You will notice that the note icon changes color to match that of
the assigned category, as the following screenshot depicts:
Figure 38: Assigning categories to notes
For more information on creating notes, visit: Create a note
53
You can also change the Notes view from Icon, which is the default, to Notes List,
which is depicted in the following screenshot. You can also change it to Last 7 Days to
view more recent notes.
Figure 39: Changing the notes default view
For more information on customizing notes, visit: Customize notes

In this activity, you’ll work with a partner to research how to create and categorize notes,
and then teach each other what you learned. Your teacher will guide the class through
this activity.
Resources required
• None
1. Open Outlook.
3. Search Outlook Help or open a support article about how to create and modify
notes.
4. Teach your partner what you learned, and then discuss with them what they learned.
54
Try-it: Create and categorize notes

In this leveled try-it activity, you'll learn how to work with notes.
Try-it 1
In this try-it, you'll create a note from the ribbon.
Resources
• None
Instructions
1. In Outlook, select the Notes view.
2. Create a new note from the ribbon entitled My First Note.
Try-it 2
In this try-it, you'll create a note using the keyboard.
Resources
• None
Instructions
2. Select Ctrl+N to create a note entitled My Second Note.
Try-it 3
In this try-it, you'll create and categorize a note.
Resources
• None
55
Instructions
2. Create two new notes entitled My Third Note and My Fourth Note.
3. Assign a new category to each note (which will change the note's color).
4. Resize the notes.
Topic 2: Observe and print notes

As with tasks, it can be useful to print a list of your notes and specific note contents.
To observe your notes, double-click the appropriate note, or select it and then select
Enter. You can edit text and then save the note by closing it. The following screenshot
depicts a note:
Figure 40: Adding text to a note
To print a note, open it, select File on the ribbon, and then select Print. On the Print
page, select Memo Style, and then select Print, as the following screenshot depicts:
56
Figure 41: Print notes in Memo Style
To print a list of notes, select multiple notes in the notes list, select File, and then select
Print. On the Print page, select Table Style and then select Print, , as the following
screenshot depicts:
57
Figure 42: Printing a list of notes
Use Print preview

If you want to observe the note, you can use the print preview option. Note that a
preview will automatically display on the Print page, to the right of the Print button. On
the Print page, select Print Options, and then, in the Print dialog box, select Preview,
58
Figure 43: Configuring print options and selecting a preview
From the Print dialog box, you can print selected pages, configure page setup options,
and define print styles.

In this activity, you'll review scenarios with your teacher and classmates and discuss
reasons why people might choose different views for notes and why they would print
them.
Resources required
• None
1. Consider scenarios in which you would change the Notes view and print a note.
3. Ask your teacher clarifying questions.
59
Try-it: Observe and print notes

In this leveled try-it activity, you'll learn how to change notes views and print
preview notes.
Try-it 1
In this try-it, you'll observe the notes as large icons.
Resources
• Your computer should have Microsoft Print to PDF as a printer option. If not,
choose another local printer, or else just skip the printing step.
Instructions
1. In Notes, change the view to use Notes List.
2. Change the view to Icon.
Try-it 2
In this try-it, you'll observe notes grouped by category.
Resources
• None
Instructions
1. Change the view to Notes List.
2. In the columns, select the Categories column to sort the view by category.
Try-it 3
In this try-it, you'll preview your notes.
60
Resources
• None
Instructions
1. Go to the Notes view. On the ribbon, select File, and then select Print.
2. Choose Table Style and then print your list of notes to Microsoft Print to PDF, if
available. If not, simply examine the preview on the right side of the screen.
Topic 3: Forward a note by using email

Unlike paper notes, with Outlook Notes, you can make use of Outlook's email
capabilities and send your notes via an email to colleagues.
Forward a note by email

To forward a note by email, locate the note, or notes, right-click or access the context
menu, and then select Forward, as the following screenshot depicts:
Figure 44: Forwarding a note
61
A standard email template loads, with your note attached. Enter the desired recipients,
and then select Send. The following screenshot depicts an email with a note:
Figure 45: Viewing the email for a forwarded note
When the recipient of your note receives your email, they can select the attachment and
observe the note directly, as the following screenshot depicts:
Figure 46: Viewing a forwarded note with email
62
In this activity, you’ll pair up with a classmate and research how to send each other
notes. Your teacher will guide the class through this activity.
Resources required
• None
1. Connect to the Internet and search for documents relating to Outlook Notes and
how to forward them.
2. Share your research with your partner.
Try-it: Forward a note by using email

In this standalone try-activity, you'll forward a note to a classmate.
Resources
• You must work with a partner. You must have that partner's email address.
Instructions
1. In Notes, select your first note.
2. On the ribbon, select Forward.
3. Enter a partner's email address and send the note.
4. If your partner has sent you a note, switch to Mail.
5. Open the email item, and then select the attachment. It should open in preview. If
not, double-click the attachment, or select it and then select Enter.
63
Wrap-up
1. You can assign Follow Up tags to notes.
a. True
b. False
2. To save a note, what do you need to do?
a. Select Save & Close on the ribbon.
b. Select Save on the context menu.
c. Close the note.
3. You cannot assign notes, but you can ________________________ them.
4. Outlook automatically derives the name of a note from the ________________________
line of text in the note.

resides.
64
65
Cornerstone
Overview
In this Cornerstone, you will use tasks and notes in Outlook to manage your workload at
Munson's Pickles and Preserves Farm. You'll create, print, and assign tasks. You'll also
create and share notes with your coworkers.
Objectives
Cornerstone project objectives MOS exam objectives
Create and print tasks. • 4.3.1: Create and manage tasks

Assign tasks. • 1.1.1: Change the display of
messages, calendar items, contact
records, and tasks
• 1.4.1: Print message, calendar,
contact, and task information
• 4.3.1: Create and manage tasks
Create and share notes. None
Duration
50 minutes

1. Open Outlook.
66

course.
9. Select OK twice.

file
instructions:
67
Instructions
1. Complete the following tasks.
2. When you finish the Cornerstone, assess your completion and enter the points you
think you earned within the following task lists. Ask your teacher for help if needed.
Tasks
The following are the tasks you need to do in this Cornerstone.
Task 1: Create and manage tasks (10 points)

1. Create a new task called Cornerstone Task. (2 points)
2. Assign the task High Importance. (2 points)
3. Modify the task to include a Follow Up flag for next week. (2 points)
4. Set a reminder for your new task. (2 points)
5. Create two additional tasks (entitled Cornerstone Task 2 and Cornerstone Task 3)
and assign each a Follow Up flag. Assign one Low Importance. (2 points)
Task 2: Manage task views (10 points)

1. Change the current view to sort your tasks by priority. (2 points)
2. Modify the % Complete status of each of your tasks. Choose a different value for
each task. (2 points)
3. Create a new view called Munson’s Cornerstone View that sorts by % Complete. (4
points)
4. Change back to the default view. (2 points)
68
Task 3: Assign tasks (10 points)

1. Create a new task called Cornerstone Task 5 that requires a Follow Up tomorrow.
(2 points)
2. Assign the task to either a classmate or your teacher, as instructed. (2 points)
3. Accept your classmate's task assignment. (2 points)
4. Complete your assigned task, and then review the status report you receive for the
task your partner has completed. (4 points)
Task 4: Print tasks (4 points)

1. Print all tasks as a list to a PDF file, if available. If not, simply preview the list of tasks.
(2 points)
2. Print a specific task's details to a PDF file, if available. If not, preview the output. (2
points)
Task 5: Create and share notes (6 points)

1. Switch to Notes and create two demonstration notes called Note One and Note
Two. (2 points)
2. Assign each note a different category. (2 points)
3. Forward one of your notes to a partner. (2 points)

69
70

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Understand tabs ...................................13

Contents Understand contextual tabs ............13

Try-it 1...................................................... 34 Try-it 1 ......................................................52

Try-it 2...................................................... 70 Try-it 3 ......................................................16

Cornerstone .................................................... 73 Apply formatting to a message .....17

Overview ...................................................... 73 Check for spelling errors ...................18

Objectives .................................................... 73 Mark a message for high

Topic 2: Reply to or forward an email Cornerstone .....................................................59

Save an email message as a file .... 50 Scenario .......................................................... 6

Topic 2: Filter email ................................. 16 Topic 1: Flag messages for follow-up

Refine your search results ................ 59 Try-it 2 ......................................................85

Try-it 2...................................................... 62 Overview ......................................................87

Try-it 3...................................................... 62 Warm-up ......................................................87

Topic 2: Use Advanced Find................. 63 Topic 1: Delete messages ......................88

Activity: Pose a challenge ................. 68 Delete a message.................................88

Module overview .............................................4 Try-it 1 ......................................................23

Use a Quick Step.................................. 14 Copy a rule .............................................34

File – Modify or remove a recurring item

Module overview .............................................5 Try-it 1 ......................................................25

Description.....................................................5 Try-it 2 ......................................................26

Scenario ..........................................................7 Try-it 3 ......................................................26

Cornerstone ...................................................7 Wrap-up .......................................................27

Lesson 1: Creating appointments and Lesson 2: Creating and managing

Overview .........................................................8 Overview ......................................................29

Warm-up ........................................................8 Warm-up ......................................................29

Try-it 2...................................................... 17 Activity: Show and tell ........................39

Try-it 3...................................................... 18 Try-it: Create a meeting from a

Try-it: Track, update, or cancel a Activity: Show and tell ........................62

Topic 1: Respond to a meeting Activity: Show and tell ........................69

Activity: Show and tell ....................... 86 What is a contact? ................................. 9

Try-it 2...................................................... 87 Create a new contact..........................16

Wrap-up ....................................................... 88 Update a contact..................................16

Detach the module .pst file .................. 88 Search contacts.....................................17

Glossary ............................................................ 89 Review contacts ....................................18

Cornerstone .................................................... 90 Activity: Pose a challenge .................19

Overview ...................................................... 90 Try-it: Create and update a contact

Warm-up ..................................................... 34 Try-it 1 ......................................................56

Topic 2: Forward a contact ................... 53 Glossary .............................................................72

Try-it: Forward a contact .................. 56 Overview ......................................................74

Objectives .................................................... 74 Try-it 1 ......................................................23

Add tags to the tasks ......................... 21 Send a status report ...........................47

Try-it 1...................................................... 49 Try-it 2 ......................................................61

Lesson 3: Creating and sharing notes .. 52 Forward a note by email ...................62

Overview ...................................................... 52 Activity: Think-pair-share ..................64

Warm-up ..................................................... 53 Try-it: Forward a note by using

Activity: Each one, teach one .......... 55 Cornerstone .....................................................67

Try-it: Create and categorize notes Overview ......................................................67

Use Print preview ................................. 59 Instructions..................................................69

Activity: Tell a story ............................. 60 Tasks ..............................................................69

Understand tabs ...................................17

Contents Understand contextual tabs ............17

Try-it 1...................................................... 38 Try-it 1 ......................................................56

Try-it 2...................................................... 74 Try-it 3 ......................................................16

Cornerstone .................................................... 77 Apply formatting to a message .....17

Overview ...................................................... 77 Check for spelling errors ...................18

Objectives .................................................... 77 Mark a message for high

Topic 2: Reply to or forward an email Cornerstone .....................................................59

Save an email message as a file .... 50 Scenario .......................................................... 6

Topic 2: Filter email ................................. 16 Topic 1: Flag messages for

Refine your search results ................ 59 Try-it 2 ......................................................85